Administrative & Compliance Assistant

Job description:

Part-Time Administrative & Compliance Assistant

Connecticut Oil Recycling Middletown, Connecticut Part-Time

Connecticut Oil Recycling is seeking a dependable, organized, and detail-oriented Part-Time Administrative & Compliance Assistant to support our Office Manager and assist with the day-to-day administrative, regulatory, financial, and compliance responsibilities of our operation.

This position is ideal for an individual who is comfortable working independently, managing multiple deadlines, maintaining accurate records, and handling a variety of office responsibilities. The successful candidate will play an important role in helping Connecticut Oil Recycling maintain compliance with transportation, permitting, reporting, and administrative requirements while assisting with the overall operation of the office.

Key Responsibilities

Responsibilities will include, but are not limited to:

· Assist the Office Manager with daily administrative and office operations.

· Maintain compliance documentation and records associated with company vehicles and operations.

· Manage and assist with International Registration Plan (IRP) vehicle registrations, renewals, updates, and related documentation.

· Prepare and file International Fuel Tax Agreement (IFTA) reports and maintain supporting fuel and mileage records.

· Obtain, renew, and maintain required state permits, registrations, licenses, and operating documentation.

· Track permit, registration, license, and filing expiration dates to ensure timely renewals and continued compliance.

· Prepare and submit required monthly, quarterly, annual, and other regulatory reports.

· Assist with maintaining records and documentation related to oil recycling, used oil collection, transportation, processing, and other company activities.

· Maintain organized regulatory and compliance files for company operations.

· Assist with accounts receivable, including preparing invoices, posting and tracking customer payments, monitoring outstanding balances, and following up on past-due accounts as directed.

· Maintain accurate customer and vendor records.

· Assist with data entry, filing, scanning, document management, and general recordkeeping.

· Communicate with state agencies, customers, vendors, transportation authorities, and other organizations as needed.

· Research regulatory or administrative requirements when necessary and assist the Office Manager with ensuring required documentation is completed accurately and on time.

· Assist with preparation of documentation for audits, inspections, regulatory reviews, and other compliance matters.

· Maintain confidentiality of company, employee, customer, and financial information.

· Provide general administrative support to management and other employees as needed.

· Perform additional duties related to the operation of an oil recycling business as assigned.

Qualifications

The ideal candidate should possess:

· Strong organizational and time-management skills.

· Excellent attention to detail and accuracy.

· Ability to manage multiple responsibilities and deadlines simultaneously.

· Strong written and verbal communication skills.

· Proficiency with computers and common office software, including Microsoft Word, Excel, Outlook, and similar applications.

· Ability to learn and work with regulatory websites, online filing systems, and government portals.

· Basic accounting, invoicing, bookkeeping, or accounts receivable experience is preferred.

· Previous experience with IRP, IFTA, DOT/FMCSA-related documentation, permitting, trucking compliance, transportation administration, environmental services, or regulatory reporting is strongly preferred but not required.

· Ability to maintain accurate and well-organized electronic and paper records.

· Ability to work independently while also working closely with the Office Manager and other members of the company.

· Professional attitude and ability to communicate effectively with customers, vendors, government agencies, and coworkers.

Experience in the trucking, transportation, environmental services, waste management, petroleum, recycling, or used-oil industries is a plus.

Position Details

· Employment Type: Part-Time

· Location: Middletown, Connecticut

· Reports To: Office Manager

· Schedule: Part-time schedule to be determined based on company needs and candidate availability.

· Compensation: Will depend on experiance.

About Connecticut Oil Recycling

Connecticut Oil Recycling provides oil recycling and related environmental services throughout Connecticut and the surrounding region. Our operation requires careful coordination of customer service, transportation, regulatory compliance, permitting, documentation, billing, and reporting.

We are looking for an individual who takes pride in being organized, accurate, dependable, and willing to learn. Because this position supports several areas of the business, the successful candidate should be comfortable taking initiative, following through on assignments, and becoming familiar with the regulatory and administrative requirements associated with our industry.

Connecticut Oil Recycling is an Equal Opportunity Employer.

Benefits:

• 401(k) matching
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off

Work Location: In person

Pay: $17.00 - $20.00 per hour

Benefits:

• 401(k) matching
• Flexible schedule
• Health insurance
• Paid time off

Work Location: In person

Salary : $17 - $20