Railserve
As a part of the global industrial organization Marmon Holdings—which is backed by Berkshire Hathaway—you’ll be doing things that matter, leading at every level, and winning a better way. We’re committed to making a positive impact on the world, providing you with diverse learning and working opportunities, and fostering a culture where everyone’s empowered to be their best.
The role is responsible for coordinating data collection, analysis, and reporting to support operational decision‑making and site leadership. Acting as a key point of contact for external resources, this position manages inquiries, maintains organized office and data systems, and ensures efficient processes for information capture across multiple departments. This role supports document formatting and updates related to plant operating procedures and ensures all information is readily accessible, accurate, and aligned with business needs.
Primary responsibilities and/or essential functions include, but are not limited to:
- Key contact for outside site resources. Answer or route inquiries as required
- Establish process for the input and capture of data and information from various internal sources
- Facilitate collecting of data from various internal and external sources to prepare analytical reports that support decision making and action
- Working with staff from other departments as necessary to collect and summarize data
- Maintaining an organized database of all collected information to ensure efficient and effective data retrieval and reporting
- Routinely reviewing data to identify gaps, inconsistencies, and errors to address them promptly with key stakeholders
- Maintain office files
- Ensure effective procurement, cost distribution and payment of necessary goods and services
- Using computer software programs to manipulate data extracted
- Developing reporting structures and statistical methods for trend analysis
- Produce bi-weekly reports in PowerBI of key project data & status updates; make available for 0800 Tuesday am
- Consolidate data and produce monthly reports in PowerBI for Canadian Leadership and Group President.
- Work to automate processes to allow for scalability of role and to support growth of business
- Formatting and updating documents for plant operating procedures
- Follow up on outstanding initiatives before every bi-weekly site leader meeting and obtain the necessary updates
- Other duties as assigned.
Projects/ Responsibilities
Preferred Vendor spend- Purchase orders and Credit Cards:
- Gather spending by vendor and category (PO/Credit card, all sites)
- Create list of preferred vendors for purchasing
- Consolidate spend by “category” and vendor (PO Card and Credit Card)
- Review purchase order and credit card charges and determine % preferred vendor spend
- Highlight key changes in category spend
- Recommend to Director and follow up on potential preferred vendors for additional savings
- Produce monthly report for Director of non-compliance.
Billbacks:
- Create process to ensure billbacks are captured and assigned to appropriate customers
- Review billback billing and payment to ensure billbacks are being captured and paid
- Produce monthly report for Director for outstanding/not charged bill backs.
Attrition Cost:
- Work with sites to identify monthly cost of vacant/in training positions
- Report attrition costs to Director monthly as part of CAD KPIs.
Fleet Spending:
- Track actual fleet spend to expected
- Track fleet spend to expected AFE for replacement to actual
- Report costs and variance to Director monthly as part of CAD KPIs.
Overhire Capacity:
- Calculate the capacity of over hires
- Report costs and variance to Director monthly as part of CAD KPIs.
Staffing:
- Produce a report, by site, of hours incurred by type
- Ensure OT captures on Monthly Financials matches OT approved by customer and submitted by Site
- Report on OT variances to Director.
Locomotive
Preventative Maintenance:
- Receive copy of Preventative Maintenance reports
- Create list of items to be completed, purchase as required
- Work with Director to establish schedule of work to be done given time required to secure parts
- Monitor and report on work done to schedule.
Purchasing of Locomotive Parts:
- Craft a process with the Director, Canada and mechanics to improve the cost visibility and timeliness of part ordering
- Submit Purchase order with Dawn to secure part
- Track AFE invoicing of locomotive parts
- Ensure Locomotive Cores are tracked for return
- Secure cost and track/communicate
- Track time from request to delivery
- Track shipment cost
- Report time, and costs as well as variance to Director monthly as part of CAD KPIs
- Review process for improvements, make necessary recommendations and implement.
Defect Resolution:
- Track defect issue identification to defect resolution time
- Track cost of defect resolution
- Track hours of replaced item (large items), when last replaced, and indicate if part has exceeded useful life (or replaced before expected)
- Report costs and variance to Director monthly as part of CAD KPIs.
Inventory Management:
- On the direction of Director, review proactive inventory requirements and timing of purchases
- Create AFEs for necessary locomotive pieces
- Keep track of key inventory pieces and length of time in inventory
- Ensure appropriate assignment of inventory to required AFEs
- Report costs and variance to Director monthly as part of CAD KPIs.
Locomotive Spend:
- Capture spend of locomotives to budget (including credit card spend)
- Report costs and variance to Director monthly as part of CAD KPIs.
Locomotive Labour:
- Capture locomotive labour to sites, expected to actual
- Report costs and variance to Director monthly as part of CAD KPIs.
Mechanic Certifications & Training:
- Maintain certification/training/documentation requirements per site serviced
- Provide Director with ample notice of expiring training/certifications
- Work with Director and mechanics to schedule time to complete.
Safety
Report for CAD on the following:
- % CAPA complete to expected
- Audit Quality
- Dynamic tests
- Paired audits
- Report expected and variance to Director monthly as part of CAD KPIs.
Merchandise Procurement
Safety Milestones:
- Be aware of upcoming safety milestones and coordinate necessary branded merchandise
- Determine general inventory levels of required merchandise based on projected need (GEM, milestones, other)
- Put in orders for necessary merchandise
- Manage receipt and arrange for distribution
- Manage inventory levels.
KPI’s: Consolidate KPIs for Monthly Report
- Work with GM to define KPI calculations
- Capture necessary performance metrics from KPIs and site leads
- Complete the monthly CAD KPI Reporting document
- Produce reports as required.
New Site Start up
- Coordinate the ordering and procurement of non-fleet items to site
- Coordinate the lodging and travel of teams to and from site
- Train any new administrative individuals on Railserve Processes
- Assist in the process/procedure and information capture and produce necessary documents to support site
- Directly manage the budget for new site start up and report any variances to Director
- Make recommendations on changes to assist in reducing costs as appropriate
- Ensure Director is aware of any upcoming unexpected costs.
EDUCATION/EXPERIENCE/QUALIFICATIONS:
- Ability to work in a fast-paced environment
- Ability to plan, be alert, and resolve unexpected problems quickly and efficiently
- Ability to work as part of a team and independently
- Strong communication, organization, and planning skills
- Strong analytical skills, using a combination of tools
- Ability to learn and share knowledge with other team members
- Excel
- PowerBI
- MS Access
- Sharepoint – forms and datasheets
#LI-DNI
Following receipt of a conditional offer of employment, candidates will be required to complete additional job-related screening processes as permitted or required by applicable law.