Job Description

First Response Rail Service, Inc.

RAIL, WASTE & LOGISTICS

Professional solutions. Expert service.

Since 2004, First Response Rail Service, Inc. has been a privately owned company delivering top-notch rail asset management, transloading logistics, operational support, rail fleet inspections and minor repairs, and intermodal container repair services.

Want to know more? Explore our world by visiting our website at firstresponserail.com and see how we keep things on track!

At First Response Rail, we pride ourselves on being a progressive and innovative company dedicated to supporting the rail industry. We are committed to fostering an environment where our employees can grow, develop their skills, and tackle some of the most exciting projects in the industry.

We are seeking a dynamic and detail-oriented Office Coordinator to oversee the daily operations of our office in Boyertown, PA.

The ideal candidate will have a strong background in office management, data entry, and Microsoft applications. This role requires a proactive individual who can manage various administrative tasks, our billing process through internal software, resolve billing discrepancies, communicate with customers, ensure the security and efficiency of our workplace, and foster a positive work environment.

• Oversee day-to-day office operations to ensure a smooth workflow.
• Accurately enter and update data in company databases and software systems.
• Ensure data integrity and confidentiality
• Verify sales orders and billable lines before finalizing daily and monthly invoices.
• Send invoices and recaps to customers, ensuring accurate pricing and itemization.
• Generate monthly sales orders for customer storage fees.
• Process invoices for customer equipment and business-related purchases.
• Update billing details, track outstanding invoices, and adjust pricing per sales team input.
• Address billing inquiries, resolve disputes, and ensure customer satisfaction.
• Follow billing regulations and company policies for accurate invoicing.
• Generate reports and analyze data as required.
• Proficiently use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) to create documents, spreadsheets, presentations, and manage emails.
• Foster a positive and collaborative work environment.
• Interacts with accounting and site leadership to resolve billing discrepancies
• Performs day-to-day financial transactions including verifying, classifying, computing, posting and recording billing data
• Compiles all required supporting documentation and submits invoices as well as prepares invoice file copies with proper audit support
• Completes any other duties that may be assigned to complete the job

• Proven experience working in an office environment
• Preferred experience in the Rail industry.
• Strong knowledge of office management responsibilities, systems, and procedures.
• Excellent data entry skills with high attention to detail.
• Proficiency in Microsoft Office Suite.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Ability to handle confidential information with discretion.
• Bachelor's degree in Business Administration, Management, or related field preferred.
• Minimum of 3-5 years of experience in office management or a related role.
• Pass a pre-employment drug screen and background check.

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts the company's rights to assign or reassign duties and responsibilities to this job at any time.

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