Rail Service and AAR Billing Coordinator

EMS Management is seeking a Rail Service and AAR Billing Coordinator assisting the team, ensuring the seamless delivery of railcar maintenance and cleaning services. This vital role helps coordinate service needs and prepares and submits all railcar repair invoices. You will be responsible for strict compliance with AAR rules and M1003 standards, managing labor rates, verifying pricing accuracy on all shop work, and resolving billing discrepancies to ensure exceptional service and financial integrity.

Key Responsibilities

Customer Service & Operations Coordination

• Assist in responding to customers, including answering questions, resolving issues, and providing timely updates on the status of railcars undergoing cleaning and maintenance.
• Coordinate with the operations team to ensure the scope of work for each railcar is clearly communicated, and all customer expectations and service requirements are met.
• Evaluate and record enroute notifications from customers to ensure the shop has all necessary information to service the railcars promptly upon arrival.
• Manage all internal system updates with accurate changes to car status, coordinating inbound/outbound equipment notation with third-party personnel.
• Maintain site contact on railcar parts inventory, coordinate material ordering with approved vendors, and communicate lead times and ETA to both customers and internal teams.
• Develop new or revised services in coordination with management, and participate in customer-related conference calls, visits, and audits as required.
• Generate daily, weekly, and monthly railcar status reports using internal computer systems.
• Maintain all required department and Quality Assurance (QA) documentation requirements for completed cars.

AAR Billing & Financial Compliance

• Prepare and submit all railcar repair estimates and billing via the designated system (e.g., Railcar RX) in strict accordance with AAR rules and M1003 contract shop standards.
• Manage all contractual labor rates and material markups within the billing system to ensure customer information and billing rates are always correct.
• Review shop write-ups for pricing and service accuracy, working directly with shop write-up department personnel to resolve discrepancies.
• Review Bill of Repair Charges (BRCs) and work with repair shops to ensure proper BRC preparation for third-party provider approval processes.
• Maintain accurate records of all billing transactions, support documentation, and compile invoice file copies with proper audit support.
• Respond promptly to customers regarding billing issues and inquiries.
• Monitor and reconcile billing reports and ensure timely submission to customers.
• Coordinate with operations, logistics, and accounting teams to resolve discrepancies in both service and billing.
• Stay current with all AAR billing regulations and updates.
• Assist in reducing the total number of days outstanding for chargeable customer obligations through direct contact (phone, email) with customers.
• Support audits and reporting as needed.

Qualifications

• Proven experience in a customer service or coordination role, preferably within the rail industry.
• In-depth knowledge of AAR billing rules and M1003 standards is highly preferred.
• Strong analytical skills with exceptional attention to detail, particularly in financial and regulatory documentation.
• Proficiency in railcar billing systems (e.g., Railcar RX).
• Excellent written and verbal communication skills for effective customer and cross-functional team interaction.
• Ability to work independently, exercise sound judgment, and manage multiple priorities in a fast-paced environment.
• High school diploma required; some college preferred.
• 1-2 years’ experience in railcar maintenance planning preferred.