Core Pool Administrator

Job Description

Who will you be working with?

As a Core Pool Administrator, you will collaborate with a variety of internal and external stakeholders to ensure effective management of customer-owned and Wabtec-owned inventory assets. You will work closely with Customer Experience Leaders (CXLs), Customer Service, Planning, Purchasing, Warehouse Operations, Manufacturing, Quality, Finance, and Commercial teams to support inventory availability, customer requirements, and business objectives. You will also serve as a primary point of contact for customers regarding core pool inventory status, material replenishment requirements, inventory reconciliation, and contract compliance activities.

How will you make the difference

We are seeking a highly organized and detail-oriented Core Pool Administrator to oversee the management, tracking, and control of customer-owned and company-owned core assets throughout their lifecycle. In this role, you will play a critical part in maintaining inventory accuracy, ensuring material availability, supporting customer commitments, and protecting company assets. Your ability to effectively coordinate across multiple departments, communicate with customers, analyze inventory trends, and proactively resolve discrepancies will directly contribute to customer satisfaction, revenue optimization, operational efficiency, and inventory integrity.

4800 Deramus Ave, Kansas City, MO 64120

Monday - Friday (On-site)

What we want to know about you:

Minimum Qualifications and requirements: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)

Required Qualifications

• Minimum 3 years of experience in inventory control, materials management, supply chain, customer service, or customer-owned inventory administration.
• Experience working with ERP systems such as Oracle, SAP, or similar business platforms.
• Advanced proficiency in Microsoft Excel and reporting tools.
• Strong analytical and problem-solving capabilities.
• Experience in a manufacturing, distribution, or supply chain environment preferred.
• Ability to effectively manage multiple priorities in a fast-paced environment.
• Demonstrated experience working cross-functionally with operations, supply chain, customer service, and commercial teams.

Knowledge, Skills and Abilities

• Strong attention to detail with a commitment to maintaining accurate inventory and transactional records.
• Excellent organizational and time-management skills.
• Ability to analyze inventory data, identify discrepancies, and implement corrective actions.
• Effective verbal and written communication skills with both customers and internal stakeholders.
• Strong customer-service orientation with the ability to professionally manage customer inquiries and requests.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Experience conducting inventory audits, cycle counts, and reconciliation activities.
• Understanding of inventory management principles, forecasting, and material planning processes.
• Ability to prioritize competing demands while maintaining accuracy and meeting deadlines.
• Continuous improvement mindset focused on process efficiency and inventory accuracy.

What will your typical day look like?

Customer Core Pool Management

• Maintain accurate inventory records for all customer-owned core assets, including receipts, shipments, inventory transfers, consumption, and scrap transactions.
• Prepare and provide recurring inventory reports to support customer communications and inventory visibility.
• Monitor core material receipts, storage, movement, consumption, and disposition activities.
• Conduct inventory audits and cycle counts to ensure inventory accuracy.
• Investigate and resolve inventory discrepancies, shortages, and transactional issues.
• Coordinate and support annual customer physical inventory counts.
• Collaborate with Customer Experience Leaders and Customer Service teams to schedule orders based on contractual requirements and lead times.
• Communicate inventory shortages and recommend outright sales or upgrade opportunities when customer core pool balances are insufficient.
• Partner with Planning, Purchasing, Warehouse, and Manufacturing teams to ensure material readiness and availability.
• Monitor inventory consumption trends and support forecasting activities.
• Track excess, obsolete, and slow-moving inventory and coordinate disposition recommendations with commercial teams.
• Serve as the primary liaison for customer-owned material inquiries and inventory status updates.
• Support Quality with customer warranty claims and related material investigations.
• Maintain shipment tracking documentation and records for international customer shipments.
• Support customer audits, inventory reviews, and contract compliance activities.
• Ensure compliance with customer agreements, inventory control procedures, and company policies.

Repair and Return Program Support

• Assist with the resolution of invoice discrepancies and customer billing concerns.
• Provide receiving documentation and inventory information to Customer Service.
• Coordinate with Planning, Purchasing, Warehouse, and Manufacturing teams to support timely material flow.
• Serve as a liaison between customers and internal teams regarding order status, freight coordination, purchase order discrepancies, and material availability.

UX Program (Vista) Support

• Review and monitor Kanban status reports and coordinate finished goods inventory levels with Production.
• Establish and monitor appropriate min/max inventory levels for dirty cores and finished goods.
• Serve as the primary point of contact for customer inventory reconciliation requests, shipping documentation, invoice discrepancies, and general customer support activities.

Continuous Improvement and Additional Responsibilities

• Maintain digital inventory tracking tools and reporting databases.
• Identify opportunities to improve inventory accuracy, material visibility, and process efficiency.
• Support inventory optimization initiatives and material management projects.
• Participate in cross-functional Kaizen events and continuous improvement activities.
• Support customer warranty and return material authorization (RMA) processes as needed.
• Cross-train on critical business processes to ensure operational continuity.
• Perform other duties as assigned to support business objectives.

What about the physical demand of the job:

Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.)

• Work is primarily performed in an office-based environment with frequent use of a computer, telephone, and other standard office equipment.
• While the position is primarily administrative in nature, the role supports manufacturing and warehouse operations and may require frequent visits to production, warehouse, and shipping areas.
• Regular walking throughout the facility may be required to support inventory audits, cycle counts, material investigations, physical inventories, and cross-functional collaboration.
• Ability to occasionally stand, walk, bend, reach, and lift materials or documents up to 25 pounds.
• Exposure to manufacturing environmental conditions including noise, moving equipment, varying temperatures, dust, and forklift traffic when working in operational areas.
• Must comply with all required safety procedures and personal protective equipment (PPE) requirements when entering production and warehouse environments.

Work Environment: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.)

• Work is performed in a combination of office and manufacturing environments with frequent use of a computer and other standard office equipment.
• The employee will be regularly exposed to manufacturing, warehouse, and shipping operations while supporting inventory management, material control activities, and customer-owned inventory programs.

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Qualifications

Additional Information

Our job titles may span more than one career level. The salary rate for this role is currently $[redacted]0 The actual salary offered to a candidate may be influenced by a variety of factors, such as: training, transferable skills, work experience, education, business needs, market demands and work location. The base pay range is subject to change and may be modified in the future. More information on offered benefits, which include health, welfare, and retirement, are available at mywabtecbenefits.com. Other benefit offerings for this role may include annual bonus, if eligible.

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