Operations Coordinator in Olathe, Kansas at Sperry Rail, Inc.

About Sperry:

Sperry Rail is on a mission-critical journey to revolutionize the Rail Flaw Detection industry. Through the continuous development of cutting-edge diagnostic technologies and AI-assisted analysis, we are transforming railway safety worldwide. Our global engineering teams work collaboratively to develop step-change technologies that define Sperry as the unparalleled market leader.

For nearly a century, we have repeatedly modernized and improved rail diagnostics through our relentless pursuit of improvement. Determined is an understatement. We are obsessed with advancing science and raising the bar on what’s possible with our ever-improving suite of products and service offerings.

Emboldened through the shared values of honesty, accountability, passion, integrity, and teamwork, we are driven by the challenge and bridging concepts with fruition. Each technologist entering Sperry imprints themselves into our brand and further galvanizes a culture of innovation and advancement. Allow us to be clear, Thought Leaders are welcome!

We are agile and hungry and invite those with similar passions to join us in challenging the status quo and bringing new ideas to the market. Fast-paced, high-touch with a distinct sense of purpose. We offer more than a job; we offer an opportunity to be part of something different.

Overview

Sperry Rail Service is a leading global provider of Rail Flaw Detection (RFD) services and technologies for railway networks worldwide. With over 95 years of industry leadership, Sperry continues to advance rail safety through innovation, cutting-edge technology, and a strong commitment to operational excellence.

Position Summary

Coordinates the day-to-day operations from the Olathe, KS facility. Maintains the SDMS operations schedule, supports the operations by maintaining online staffing locations, booking heavy volumes of field travel, and processes weekly timekeeping and payroll. Manages the Olathe office supplies, supports safety and drug testing logistics, partners with other coordinators to maintain coverage across the North American footprint, and produces weekly operational reports to customers and operations. The overall objective is to keep field crews, equipment, and customer commitments synchronized while controlling travel and operating cost.

This role requires a strong commitment to meeting business demands, including evenings, weekends, and hours beyond 40 per week when necessary.

Essential Functions

Regional Coordination and Operations Support:

Take direction from the Customer Operations Directors to optimize assets and people across the organization.Plan and implement scheduling in the central operations systems; follow up proactively to reduce downtime and resolve operational issues.Work closely with the operations management team to move people and vehicles between assignments as operational needs dictate.Coordinate the movement of trucks to Sperry shops or vendor facilities, and arrange operational coverage during downtime.Maintain positive, professional relationships with customers and employees at all times.

Administration and Cross-Functional Coordination:

Act as a coordinator for operations.Coordinate with Field Manager, Fleet, Maintenance, Training, and Analysis leadership to ensure smooth day-to-day service delivery.Partner with other coordinators to ensure full operational coverage across all North American operating areas.Assist the recruiter in onboarding new hires, including initial travel arrangements.

Scheduler and Database Maintenance:

Maintain the operations schedule in the approved corporate scheduler.Enter all planned and forecasted work received from the Customer Operations Directors, and update entries whenever the plan or forecast changes.Enter all planned vacations into the corporate scheduler.

Weekly Staffing Schedule Support:

Assist the Customer Operations Directors in developing the Weekly Staffing Schedule, including all work, overstaff, training, and vacation assignments for operators and drivers.Validate credentials in SDMS Scheduler to confirm all assigned operators and drivers meet Sperry’s minimum credentials for their role prior to scheduling.Submit the Weekly Staffing Schedule to the Regional Manager for approval.

Travel and Logistics Coordination:

Coordinate weekly employee transfer and travel bookings, including flights, hotels, shuttles, and rental vehicles, to ensure field personnel are in position to meet the Weekly Staffing Schedule.Continually strive to reduce cost by selecting the lowest sensible travel options.Assist the Sperry Training Department in coordinating the movement of trainees.Complete and submit customs paperwork for vehicles crossing the US border.

Training Coordination and Credentialing:

Coordinate and track all railroad-specific training (CROR, e-RAILSAFE, Fall Protection, and similar) for field employees.Coordinate and track internal company-specific training and certifications.

Payroll, Timekeeping, and Time-Off Administration:

Process weekly timekeeping and payroll for assigned field employees, ensuring accuracy and on-time submission.Review and approve field employee time in the payroll and timekeeping system.Coordinate payroll with per diem entries and submit to Accounting.Serve as the field point of contact for payroll-related items and vacation hours.Manage the vacation schedule in coordination with Field Management; organize vacation requests, deferrals, and special bonuses.Order corporate lodging cards for field employees.

Facility and Office Management:

Manage day-to-day operations of the Olathe, KS facility, including building services, vendor coordination, and on-site support.Maintain office and breakroom stock and inventory; reorder supplies as needed to keep the facility properly equipped.

Safety Meeting Coordination and Drug Testing:

Plan and coordinate logistics for safety meetings, including hotel blocks, flights, ground transportation, and on-site arrangements.Partner with the Safety department to identify and confirm collection locations for monthly random drug testing.

Operational Reporting:

Issue weekly operational reports to assigned customers as required by contract or by customer request.Issue weekly operational reports to the Western Field Management team to support staffing, equipment, and customer coordination.

Department Specific/Non-essential functions:

Other duties as assigned with or without accommodation.

Basic Qualifications:

3+ years in operations coordination, scheduling, logistics, travel coordination, or office administration, preferably in a rail, transportation, field services, or heavy equipment environment.Experience with Microsoft Excel

Preferred Qualifications:

Prior experience with payroll/timekeeping systems (ADP, Rippling, or similar) and travel management platforms (Concur or similar).Experience with scheduling and operations databases (e.g., SDMS Scheduler).High-volume travel booking experience (flights, hotels, ground transportation).Working knowledge of DOT hours-of-service rules.Familiarity with US customs paperwork for cross-border equipment movement.

Skills/Competencies:

Energetic, pleasant phone manner; strong written and oral communication;Proven ability to coordinate across geographically distributed teams and external vendorsAble to manage multiple priorities under time pressure; high attention to detail; proactive, solutions-oriented problem-solving mindset; comfort with heavy phone use and rapid scheduling changes.Maintain strong working relationships with Field Management, Fleet, Maintenance, Training, Analysis, HR, Accounting, and Safety to ensure full visibility into staffing, equipment, and customer needs.Maintain effective vendor relationships with travel providers, scope calibration vendors, and other service providers as required.Always maintain a professional and positive attitude toward employees, vendors, and customers.

Organizational Relationships

Reports to the Regional Manager, Western US (or designated Operations leader).Coordinating relationships with Field Manager, Fleet Manager, Maintenance, Training, Analysis, HR, Accounting, Safety, and other operations coordinators.External relationships with travel providers, scope calibration vendors, customs brokers, and customer points of contact as required.Interacts across departmental boundaries.Scope: Actions directly impact field crew readiness, customer service levels, travel cost, and payroll accuracy across the Western US region.

Working Conditions

Location

Primarily based at the Olathe, KS facility, with periodic travel to other Sperry offices, customer sites, and safety meetings as required to support regional operations.

Safety

Adhere to all company safety policies and procedures to ensure a safe work environment. Report any safety violations or conditions to Manager.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position.

The pay range for this role is:50,000 - 60,000 USD per year(Olathe KS (Office))