Experienced Office Admin Assistant

Liquid Environmental is seeking an Experienced Office Administrator for our West Chester transportation location

Full time 40 hrs/week

Work Hours: 7:00 AM - 3:30 PM (30-minute lunch break)

About Us: At Liquid Environmental Solutions, we’re dedicated to providing top-notch environmental services with a focus on innovation and efficiency. We’re looking for a skilled and organized Administrative Assistant to join our dynamic team.

Key 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.

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.
• Post daily work orders and billing for industrial segment.
• 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 accurate and 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 ABILITY REQUIREMENTS:

• 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).

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

Job Type: Full-time

This job description in no way states or implies these are the only duties to be performed by the employee incumbent in the position. Employees will be required to follow any other legal or ethical job-related duties requested by any person authorized to give instructions or assignments. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties.