Experienced Office Admin Assistant

About the role

Liquid Environmental Solutions is seeking an experienced Office Administrator for their West Chester transportation location. The role is full-time, 40 hours per week, with work hours from 7:00 AM to 3:30 PM.

Responsibilities

• Create and manage Excel spreadsheets, including billing approval, route review, and disposal tracking.
• Draft and manage Word documents and forms.
• Use Teams for collaboration and shared sheet management.
• Handle accounts payable (AP) submission and tracking.
• Stay organized and adaptable in a fast-paced environment with frequent task switching.
• Prepare daily route summaries and manifests for FST Team before on-duty time.
• Review and approve daily work orders in the Transportation Supervisor Portal and any customer-specific portals as may be required.
• Review daily FST paperwork including service location profiles, work completion forms, and manifest for completeness.
• Assure customer signatures are captured where required.
• Properly scan and file paperwork for billing submittal.
• Manage paperwork submittal for remote locations as required.
• Verify customer check-in/out where required for services.
• Create credit memos as needed to correct billing errors.
• Create and submit CRM change requests for any account updates required.
• Maintain waste hauling and disposal permits.
• Maintain adequate inventory of supplies to support the team including PPE, tools, equipment, office supplies, and manifests.
• Create purchase orders for supplies, services, and disposal.
• Process invoices.
• Maintain data and reporting as required.
• Answer incoming phone calls, emails, and support the customer service process.
• Compose professional office and company-wide communications.
• Provide excellent customer service and communicate courteously and professionally with fellow team members, management, clients, and vendors.
• Work cooperatively with managers and peers across multiple departments and locations.
• Maintain and accurately complete paper and electronic filing system.
• Provide guidance and assistance to personnel in office needs.
• Research as needed on behalf of customers, auditors, regulatory agencies, and management.
• Accept COD payments and process them correctly when needed.
• Lead by example in abiding by all regulations, policies, work procedures, and instructions.
• Demonstrate cooperation with all safety rules and use all appropriate safety equipment.

Requirements

• Proficiency in Excel (creating and managing spreadsheets) and Word (creating forms).
• Competency in using Teams.
• Typing speed of 45-55 words per minute.
• Strong organizational skills and ability to manage time-sensitive tasks effectively.
• Comfortable working in a role where every day brings new challenges.

Why Join Us?

A supportive team environment, a role with variety and the opportunity for growth.

Essential Duties and Responsibilities

• Prepare daily route summaries and manifests for FST Team before on-duty time.
• Review and approve daily work orders in the Transportation Supervisor Portal and any customer-specific portals as may be required.
• Review daily FST paperwork including service location profiles, work completion forms, and manifest for completeness.
• Assure customer signatures are captured where required.
• Properly scan and file paperwork for billing submittal.
• Manage paperwork submittal for remote locations as required.
• Verify customer check-in/out where required for services.
• Create credit memos as needed to correct billing errors.
• Create and submit CRM change requests for any account updates required.
• Maintain waste hauling and disposal permits.
• Maintain adequate inventory of supplies to support the team including PPE, tools, equipment, office supplies, and manifests.
• Create purchase orders for supplies, services, and disposal.
• Process invoices.
• Maintain data and reporting as required.
• Answer incoming phone calls, emails, and support the customer service process.
• Compose professional office and company-wide communications.
• Provide excellent customer service and communicate courteously and professionally with fellow team members, management, clients, and vendors.
• Work cooperatively with managers and peers across multiple departments and locations.
• Maintain and accurately complete paper and electronic filing system.
• Provide guidance and assistance to personnel in office needs.
• Research as needed on behalf of customers, auditors, regulatory agencies, and management.
• Accept COD payments and process them correctly when needed.
• Lead by example in abiding by all regulations, policies, work procedures, and instructions.
• Demonstrate cooperation with all safety rules and use all appropriate safety equipment.

Minimum Knowledge, Skills, and Abilities

• Team player with a positive, professional attitude.
• Ability to meet deadlines and maintain poise under pressure.
• Excellent organization skills and attention to detail.
• Ability to interact with all levels of management.
• Excellent written and verbal communication skills.
• Analytical mindset.
• Proficient in Microsoft Excel & Word.
• Experience with Access, PowerPoint, and Outlook (Preferred).
• Strong attention to detail in checking for incorrect data and comparing work orders to reports.
• Professional appearance and demeanor.
• Ability to work in general office conditions.
• Light lifting and bending when working.

Education and/or Experience

• Two (2+) plus years of experience in general office functions (Required).
• High school diploma or equivalent (Required).
• Previous experience in a billing role (Strongly Preferred).

Company Commitment

Liquid Environmental Solutions is committed to employing a diverse workforce. Qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, protected veteran status, or disability. Equal Opportunity Employer/M/F/Disability/Veteran