Customer Service Representative I

Guardian-Rail,-LLC; Lynchburg (VA); On-site; USD 40,000 - 60,000; Full time

Job summary

Guardian Rail is seeking a Customer Service Representative to coordinate railcar maintenance events and act as the primary contact for customers. You will manage documentation, track status, and ensure compliance with FRA, AAR, and tank regulations throughout the repair process.

The role requires strong communication skills, attention to detail, and the ability to multitask in a fast-paced industrial setting.

Qualifications

• 1-2 years’ experience in railcar maintenance planning and fleet management.
• Prior customer service experience in an industrial setting.
• Knowledge of AAR, FRA rules and Tank Regulations, SDS and safety rules.
• Excellent verbal, written, and electronic communication skills with all levels.

Responsibilities

• Coordinate maintenance events on railcars and ensure FRA compliance.
• Serve as primary customer contact for inquiries and requests.
• Maintain railcar files and documentation for processing and invoicing.
• Provide regular status updates to customers and internal teams.
• Attend production meetings and participate in customer audits.
• Prepare and upload estimates for customer approval.

Skills

Communication skills

Attention to detail

Organizational skills

Multitasking

English proficiency

Education

High School diploma

Some college

Tools

MS Office

ERP systems

Billing systems

Job description

Guardian Rail is proud to operate one of the country’s leading freight rail services and transportation companies with a large network of freight and tank car repair facilities, a nationwide network of running repair agents, and a rail services division that operates short line railroads and contract switching and transloading sites. We are currently seeking an experienced Customer Service Representative to join our team.Summary DescriptionThe general purpose of this position is to work with internal and external customers to coordinate maintenance (repair, paint/coating, cleaning) events on railcars (e.g. tank, hopper, and other freight cars) that meet the requirements with FRA, AAR, customer requirements and Guardian Rail capabilities.Duties and ResponsibilitiesServe as the primary customer contact with respect to customer inquiries and requests related to services on railcar maintenanceEngage with Quality Assurance to facilitate customer requests as neededEnsure customer expectations are communicated to the production team, follow cars through the production process to support meeting customer expectations.Understand and maintain Customer Service KPI metrics and communicate with Plant Manager to ensure standards are being metEvaluate enroute notifications from customers ensuring the shop has all appropriate information (e.g. SDS, cleaning certificate, drawings, shop instructions, shop records, etc.) to service railcars.Read and interpret documents and drawings related to railcar repairsPrepare and maintain railcar files to ensure the shop has the appropriate forms, documentation, drawings, and information to process and service railcars.Key estimates in Railcar RX and coordinate with quality and office manager to ensure accuracyInput and upload estimate for customer approvalCoordinate final review and close out of car file by QA then to Office Manager for invoicingAttend shop production meetings to update customers on cars’ progress through all stages of productionUpdate all internal and external systems with the appropriate changes to car statusEnsure all cars moving to production have a current POD, enter Railcar RX and any customer systems as requiredMaintain contact with Purchasing to notate any information on material ETA’s, Status or Delays and enter corresponding information into Railcar RXContact and notify customers of lead times, delays and extensionsReview car status vs POD, work with QA or Shop Manager to determine if adjustment is needed and enter both into our system and the customer system as appropriateProcess and update customer mechanical systems – to avoid defects, missed updates and records closing prior to being updated.Provide daily, weekly, and monthly railcar status reports by utilizing computer systems. Prepare all customer updates for corporate reports as received.Respond expeditiously to customer requests, emails, phone calls etc. within 24 hours to provide a high level of customer serviceParticipate in customer related conference calls as required, be prepared to have solid updates on any cars with upcoming or expiring POD’s, material info, issues etc.Participate in customer visits, audits etc. asMaintain CSR department documentation requirements, work with QA to fully understand all car documentation and requirements for completed cars.Other duties as assignedHigh School diploma required; some college preferredPrior customer service experience in an industrial setting required1-2 years’ experience in railcar maintenance planning and fleet management preferredSome Industry knowledge of AAR, FRA rules and Tank Regulations, SDS and safety rules knowledge.Excellent verbal, written, and electronic communication skills while communicating with all levels of the customers organizationProficient in verbal and written English skillsAbility to pay strong attention to detail, exceptional organizational skills, and ability to multitaskComputer proficiency in MS Office applications and other applications including billing systems and ERP systems