Yard Administrator

Omaha Track Inc•Attalla, AL

About The Position

The Yard Administrator is responsible for providing comprehensive administrative and clerical support to ensure efficient, accurate, and compliant yard operations. This role functions as the administrative point of oversight for the yard, supporting inventory accuracy, inbound and outbound freight activities (truck and rail), railcar tracking, scaling operations, documentation, billing coordination, equipment maintenance tracking, and safety and compliance reporting.

Requirements

High School Diploma or GED required; Associate’s degree or equivalent work experience preferred.
Strong computer proficiency, including advanced experience with Microsoft Excel (e.g., SUMIF, VLOOKUP, and related functions).
Prior experience in inventory management, rail yard operations, logistics, freight administration, or equipment coordination is preferred.
Excellent written and verbal communication skills with a high degree of accuracy and attention to detail.
Demonstrated initiative, accountability, and ability to proactively follow up on tasks and outstanding items.
Proven ability to analyze information, prioritize workloads, and manage multiple responsibilities simultaneously.
Reliable attendance and punctuality.
Ability to work independently while maintaining effective collaboration with yard personnel and cross-functional teams.
Ability to occasionally lift and carry up to 30 pounds.
Ability to meet physical job requirements, including sitting, standing, walking, bending, squatting, reaching, and fine motor skills.
Proficiency in Microsoft Office Suite and basic computer applications.
Valid driver’s license preferred, with no major driving offenses within the past three years.
Ability to pass a railroad background check if required for yard access.
Strong organizational skills with the ability to coordinate and track multiple maintenance and repair activities concurrently.

Responsibilities

Perform all scaling activities for inbound and outbound railcars and trucks, including routine inventory scaling within the yard.
Maintain frequent and effective communication with yard personnel and the Yard Manager regarding shipment schedules, daily priorities, and equipment availability.
Ensure accurate inventory records and transactions for all materials stored, processed, and shipped from the yard.
Maintain complete and accurate railcar records, including tracking switching activity, storage status, and railcar movements within the yard.
Calculate piece counts and quantities for sales orders and maintain running balances of material scheduled for shipment.
Track, coordinate, and document maintenance and repair activities for yard equipment, vehicles, and tools; maintain maintenance logs and schedule service as required.
Prepare, review, and submit required reports and documentation to the corporate office, including railcar status reports, inbound and outbound shipment logs, material code change forms, and tie unloading reports.
Support the Customer Care team with inventory transactions, material transfers, shipment processing, and invoicing within the OTIS system.
Provide billing support for outbound shipments and assist with invoicing facility customers as needed.
Compile and submit safety briefing documentation to the Safety department and support compliance and safety tracking initiatives.
Perform general administrative duties, including professionally answering and directing incoming phone calls, ordering and managing office and yard supplies, and maintaining a clean and organized work environment.
Track and update projects, orders, and yard inventory using spreadsheets and company systems.
Proactively plan for anticipated inbound materials and railcars to support uninterrupted yard operations