Operations Coordinator

Sperry Rail Service Coordinator

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.

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.

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• Plan and coordinate…