Administrative Supervisor

3 weeks ago


Indianapolis, Indiana, United States Union Tank Car Company Full time

At Union Tank Car Company, we are seeking an experienced Administrative Supervisor to join our team. The successful candidate will be responsible for providing administrative support to our plant operations teams, ensuring timely arrival, approval, disposition, and invoicing of completed cars.

Key Responsibilities:
  • Train and lead Office Coordinators to provide administrative support for plant operations teams.
  • Maintain customer relationships and provide updated information as requested.
  • Support the Quality Department with auditing, submitting, and sending documentation to customers.
  • Enter car completions in applicable systems based on information from quality.
  • Provide required reports to local management.
  • Manage disposition requests and creation of waybills, including updating shop scheduling tool.
  • Enter and update scheduled release dates (SRD) and update daily car status in internal and external systems.
  • Communicate indirectly with customer contact, if appropriate.
  • Upload Billing Repair Card (BRC) into customer websites.
  • Release and invoice completed cars. Obtain and track approvals.
  • Ensure car files are easily accessible and processed as required.
  • Create credit memos, as necessary.
  • Track storage cars, daily rate for storage, and monthly storage invoices and provide to applicable customers.
  • Ensure all job cards are processed to allocate direct and indirect hours to the appropriate car/activity. Ensure changes to work center are up to date. Act as backup to CSR as needed.
  • Primary contact for internal and external customer service representative and sales.
  • Manage demurrage.
  • Manage Purchasing Card.
  • Be willing to assist on off shift as needed.
  • Prioritize invoicing.
  • Be responsive to customer communications.
  • Work responsibly and efficiently with limited supervision/direction.
  • Think outside the box.
  • Be willing to take on other tasks and support all areas of operation.
  • Multitask with good problem-solving skills and offer solutions to problems.


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