Data Clerk

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process. Full Time Business Support Galveston, TX, US 4 days ago Requisition ID: 2612 About TXIT: Texas International Terminals (TXIT) is a premier multimodal terminal and logistics operator strategically positioned at the intersection of rail, storage, and deep-water marine access along the Texas Gulf Coast. We specialize in efficiently moving bulk, breakbulk, and liquid commodities from inland rail networks directly to blue-water vessels, enabling our customers to access global markets with speed, reliability, and scale. TXIT’s operations support a wide range of industries, including energy, agriculture, industrial materials, and bulk commodities. Our terminals are equipped with robust rail capacity, modern material handling systems, storage solutions, and marine infrastructure capable of accommodating high-throughput operations and demanding customer requirements. Safety, reliability, and environmental stewardship are foundational to how we operate, and our teams are experienced in navigating complex regulatory environments while maintaining best-in-class operational standards. The Data Clerk provides data-management, document-control, administrative, and business-process support to the Maintenance & Reliability organization. The role serves as the department’s administrative and information backbone by ensuring KPIs, action items, financial support records, controlled documents, training records, employee milestones, compliance documentation, and FIIX/SharePoint records are accurate, current, organized, retrievable, and maintained to an established cadence. The Data Clerk is expected to proactively follow up on missing information, maintain disciplined records, highlight overdue items, and continuously improve administrative processes. Technical and financial approval authority remains with the accountable manager, SME, Finance, HR, Procurement, or other designated process owner. Core Values: Model and reinforce company values through accuracy, integrity, responsiveness, confidentiality, teamwork, quality, and continuous improvement. Support the Maintenance & Reliability team’s expectation of Executing with Precision. Data & KPI Management: Maintain departmental KPI scorecards, trackers, dashboards, historical trends, supporting evidence, and reporting cadence. Follow up with data owners and identify missing, late, inconsistent, or unsupported information before leadership reviews. Action Management: Maintain the department action-management process, including action capture, ownership, priority, due dates, categories, reminders, aging, evidence of completion, and overdue escalation for leadership meetings, RCAs, MOCs, audits, reliability reviews, program reviews, projects, and improvement initiatives. Financial Administration Support: Support department budgeting, forecasting, monthly budget tracking, purchase-order visibility, accrual preparation, supporting documentation, and reconciliation. The Data Clerk supports the process but does not approve expenditures, forecasts, or accrual values. Document Control & Systems: Maintain organized and controlled records in SharePoint and FIIX. Support SOP control, PM checklist/document scanning and upload, job-description updates, compliance-document storage, document registers, naming conventions, revision history, and archival of obsolete records. People, Training & Recognition Administration: Maintain training and development records, certification and competency trackers, birthday and service-anniversary calendars, recognition records, and other approved team engagement information while protecting confidential employee information. Cross-Functional Support: When approved by Maintenance & Reliability leadership and workload permits, provide data, documentation, and administrative support to functions such as HR, Procurement, Finance, Safety, and Operations. Maintenance & Reliability priorities remain primary unless otherwise directed. Responsibilities Maintain and update Maintenance & Reliability KPI scorecards on the established weekly, monthly, quarterly, and annual cadence. Collect required KPI inputs from accountable owners; validate completeness, maintain supporting evidence, preserve historical trends, and flag missing or inconsistent data. Prepare KPI charts, dashboards, scorecards, and reporting packages used in daily, weekly, monthly, program, and quarterly reliability reviews. Maintain the department action tracker and/or Microsoft Planner, ensuring approved actions include a clear title/goal, owner, priority, category/label, due date, status, and completion evidence where required. Follow up with action owners, issue reminders, identify aging or overdue actions, and elevate unresolved items through the appropriate leadership channel. Maintain records and actions arising from RCAs, MOCs, safety findings, audits, leadership meetings, program reviews, reliability reviews, projects, and continuous‑improvement initiatives. Support annual budget development by organizing prior‑year actuals, planned expenditures, quotes, forecasts, training needs, major maintenance activities, and other supporting information requested by department leaders. Maintain a current department budget tracker and support managers/superintendents with monthly budget‑versus‑actual reviews and forecast updates. Support monthly accrual preparation by collecting completed/partially completed work information, open purchase‑order status, vendor/contractor information, estimates, and supporting evidence before Finance deadlines. Maintain the departmental accrual tracker and support reconciliation of prior accruals against invoices/actual charges. Maintain the Maintenance & Reliability SOP register, including document owner, revision, approval date, status, next review date, and controlled SharePoint location. Format and administerly update SOPs based on approved technical content from the accountable SME/process owner; coordinate reviews, approvals, revisions, distribution, and archival of superseded versions. Maintain current job descriptions, RREs, organization charts, and associated review dates; coordinate approved updates with department leadership and HR. Scan and digitize paper PM checklists, inspection sheets, and approved supporting records; apply standard file naming and upload the current controlled document to the correct FIIX asset, PM, or scheduled‑maintenance record. Perform administrative quality checks to confirm PM documents are legible, current, correctly named, and associated with the correct FIIX record; flag missing or questionable content to the technical owner rather than making technical changes independently. Maintain the Maintenance & Reliability SharePoint folder structure, naming conventions, document indexes, archive locations, and controlled‑document organization so records can be readily retrieved by others. Manage compliance‑document organization in SharePoint, including inspection reports, certificates, training evidence, procedures, audit records, vendor documentation, and other records designated by the responsible compliance owner. Maintain compliance‑document registers and, where applicable, due/expiration dates; notify accountable owners of upcoming documentation needs and support audit‑readiness through rapid record retrieval. Maintain the department training and development matrix, including required training, completed training, development plans, competency assessments, vendor/OEM training, leadership training, and certification expiration dates. Provide supervisors with visibility to upcoming and overdue training requirements and support scheduling, attendance records, and annual training‑budget inputs. Maintain the team birthday and service‑anniversary calendar and coordinate approved recognition activities and communications. Maintain appropriate records of employee recognition, development commitments, and other team‑engagement activities as directed by leadership. Provide administrative/data support to HR, Procurement, Finance, Safety, Operations, or other departments when specifically assigned and when Maintenance & Reliability priorities permit. Protect confidential employee, vendor, commercial, compliance, and financial information and follow approved access, retention, and document‑control requirements. Continuously identify opportunities to eliminate duplicate trackers, improve data quality, automate repetitive reporting, simplify document retrieval, and improve the overall efficiency of department administration. Daily/ongoing: process incoming records; update assigned trackers; file/route documentation; follow up on missing information; maintain FIIX and SharePoint records within assigned scope. Weekly: update KPI scorecards; review open/overdue actions; prepare action‑status visibility; update dashboards and meeting materials; maintain document requests and training records as changes occur. Monthly: support accruals; update budget tracker; issue KPI reporting package; review upcoming birthdays/anniversaries; review training/certification expirations; review SOP/compliance‑document status. Quarterly: support Reliability Review and program‑review preparation; review document‑control health; review training/development matrix; review action‑aging trends and SharePoint organization. Annually: support budget build; job‑description/RRE review; annual training plan; SOP register review; record archival; audit preparation; and team milestone calendar setup. Performance Measures KPI reporting completed by the established deadline with supporting data available. Approved action items captured, assigned, and maintained with accurate status and due dates; overdue actions highlighted on the agreed cadence. Budget and accrual support completed before internal and Finance deadlines with traceable supporting information. Controlled SOP, job‑description, training, compliance, and SharePoint registers maintained current within assigned scope. Approved PM/checklist documentation scanned and attached to the correct FIIX record with consistent naming and legibility. Compliance and department records readily retrievable during audits, reviews, or leadership requests. Training and certification tracker current, with advance visibility of upcoming expirations or development commitments. Minimal avoidable data‑entry, document‑control, filing, or reporting errors. Demonstrated continuous improvement through simplification, digitization, automation, or elimination of duplicate administrative work. Demonstrate accuracy, ownership, professionalism, confidentiality, responsiveness, and attention to detail. Proactively follow up on missing information and unresolved administrative requirements rather than passively recording gaps. Organize information so another authorized employee can locate and understand the record without relying on personal knowledge. Complete recurring deliverables before established deadlines and communicate early when required information is not available. Maintain disciplined version control, naming conventions, folder structure, and record retention practices. Understand the Maintenance Work Process and how Planning & Scheduling, Execution, Reliability, Mechanical Integrity, Warehousing, Facilities, Heavy Equipment, CMMS, Projects, and Operations interact with departmental records. Use FIIX as the maintenance system of record within assigned scope and SharePoint as the controlled document repository where designated. Do not make unapproved technical, compliance, financial, or HR decisions; route questions to the accountable owner and document the outcome. Support the team with a service mindset while maintaining clear priorities and escalating competing workload when needed. Continually improve administrative processes and use available digital tools, analytics, and approved AI capabilities to increase efficiency while protecting data quality and confidentiality. Qualifications and Education Requirements High school diploma or equivalent required; associate degree, business/administrative training, records‑management training, or comparable experience preferred. 2+ years of experience in data entry, document control, administrative coordination, maintenance administration, finance support, HR support, procurement support, or a similar industrial/business environment preferred. Strong proficiency with Microsoft Excel, Word, Outlook, Teams, SharePoint, and Microsoft Planner; experience with Power BI or similar reporting tools is beneficial. Experience with CMMS systems, preferably FIIX, and the ability to learn asset, PM, work‑order, and document structures. Strong organizational, follow‑up, data‑quality, written‑communication, and document‑management skills. Ability to handle confidential information appropriately and work across multiple departments and deadlines. Comfort working in an industrial terminal environment and interacting with Maintenance, Reliability, Operations, Finance, HR, Procurement, Safety, vendors, and contractors. #J-18808-Ljbffr Texas International Terminals Inc.