What are the responsibilities and job description for the Customer Service Specialist position at VLS Environmental Solutions, LLC?
About VLS!
VLS Environmental Solutions, LLC, is a recognized leader in providing sustainability solutions, with three divisions providing industry-leading services. With a mission to innovate solutions to meet clients' sustainability goals, VLS has over 1,200 employees in 40 locations across North America.
Waste Services
VLS Waste Services provides customized waste processing solutions for hazardous and non-hazardous industrial and commercial waste, including landfill diversion and sustainability programs, solidification of liquid waste, recycling, wastewater treatment, and waste sequestration.
Railcar Services
VLS Railcar Cleaning and Repair Services division provides specialty cleaning services for difficult-to-clean products, including chemicals, hardened materials, and pressurized gases, and comprehensive repair services for certified full-service repairs, tank car qualifications, and maintenance.
Marine Services
VLS Marine Services division offers state-of-the-art barge cleaning, repair, and gas-free facilities for various chemical solvents and downstream petroleum products.
Job Summary
Role Summary
The Customer Service Specialist (CSS) serves as the primary point of contact and gatekeeper for all inbound material scheduled for the facility. This position is responsible for coordinating and scheduling inbound deliveries based on site volume capacity, processing capabilities, and operational priorities while ensuring all required documentation is complete prior to arrival. The CSS maintains the facility's daily operating schedule to support safe, compliant, and efficient plant operations.
The CSS develops and maintains strong working relationships with internal and external Account Managers, customers, transporters, and third-party transportation providers to coordinate inbound shipments and transportation services. Working closely with Operations and QA/QC, the CSS communicates critical scheduling information, material acceptance decisions, documentation of discrepancies, and post-receipt safety or compatibility updates to ensure incoming materials are received, processed, and managed in accordance with company procedures and regulatory requirements.
Essential Responsibilities
At VLS our employees are the core of our business. As such, we value our employees' physical, mental, and financial wellbeing by providing first class, high value benefits and resources that are centered around a proper work-life balance.
Physical and Mental Wellbeing: VLS is committed to supporting our employees' physical and mental health by providing:
Medical, Dental and Vision Insurance - Based on each employee's need, we offer various high quality, low-premium medical, dental and vision plans, which include our first-in-class concierge service (available in Spanish) and 2nd MD Offering.
Flexible Spending Accounts (FSA) and Healthcare Saving Accounts (HSA) -- Set aside pre-tax money to use toward your health care spending. VLS provides an employer contribution to all HSA accounts.
Time Off - We offer 11 (eleven) company-paid holidays, in addition to our paid time off and voluntary time off plans.
Employee Assistance Program -- 24/7 assistance and counseling services that are 100% confidential and free to all employees and their dependents.
Telemedicine -- All employees and dependents receive free virtual visits by licensed practitioners any time, any day...including holidays!
Financial and Retirement Planning: At VLS we offer the following to assist our employees with planning around their finances and saving for retirement:
401(k) - Generous 401(k) matching program after 90 days of employment. VLS will match up to 5% of your pay every pay period. Matching contributions are 100% vested immediately.
Life and Disability Insurance -- Employer-paid life insurance, along with short-term and long-term disability coverage provided to all full-time employees.
Voluntary Life Protection Plans -- Employees and their dependents can elect coverage in our voluntary life/add, critical illness, hospital indemnity and accident plans.
Rewards and Recognition Programs -- We celebrate our employees! From birthdays to anniversaries and other various milestones/achievements, we have programs in place to recognize our employees.
Financial Planning - Free One on One financial planning with a certified Financial Planner/Coach.
Employee Discount - Employee Discount Program for savings on everyday goods and services at various retailers throughout the US.
VLS Environmental Solutions, LLC, is a recognized leader in providing sustainability solutions, with three divisions providing industry-leading services. With a mission to innovate solutions to meet clients' sustainability goals, VLS has over 1,200 employees in 40 locations across North America.
Waste Services
VLS Waste Services provides customized waste processing solutions for hazardous and non-hazardous industrial and commercial waste, including landfill diversion and sustainability programs, solidification of liquid waste, recycling, wastewater treatment, and waste sequestration.
Railcar Services
VLS Railcar Cleaning and Repair Services division provides specialty cleaning services for difficult-to-clean products, including chemicals, hardened materials, and pressurized gases, and comprehensive repair services for certified full-service repairs, tank car qualifications, and maintenance.
Marine Services
VLS Marine Services division offers state-of-the-art barge cleaning, repair, and gas-free facilities for various chemical solvents and downstream petroleum products.
Job Summary
Role Summary
The Customer Service Specialist (CSS) serves as the primary point of contact and gatekeeper for all inbound material scheduled for the facility. This position is responsible for coordinating and scheduling inbound deliveries based on site volume capacity, processing capabilities, and operational priorities while ensuring all required documentation is complete prior to arrival. The CSS maintains the facility's daily operating schedule to support safe, compliant, and efficient plant operations.
The CSS develops and maintains strong working relationships with internal and external Account Managers, customers, transporters, and third-party transportation providers to coordinate inbound shipments and transportation services. Working closely with Operations and QA/QC, the CSS communicates critical scheduling information, material acceptance decisions, documentation of discrepancies, and post-receipt safety or compatibility updates to ensure incoming materials are received, processed, and managed in accordance with company procedures and regulatory requirements.
Essential Responsibilities
- Serve as the primary point of contact and gatekeeper for scheduling all inbound and outbound material deliveries, ensuring site capacity, waste acceptance criteria, and operational requirements are met prior to scheduling.
- Coordinate and maintain the facility's daily inbound and outbound schedule based on site volume capacity, processing capabilities, operational priorities, and customer requirements.
- Develop and maintain strong working relationships with internal and external Account Managers, customers, transporters, and approved third-party transportation providers.
- Source, coordinate, and secure transportation services from approved third-party carriers to support customer shipments throughout the United States.
- Review waste profiles, shipping documents, manifests, bills of lading, and other required documentation to ensure completeness and accuracy prior to scheduling deliveries.
- Coordinate with QA/QC and Operations regarding waste acceptance, material compatibility, documentation discrepancies, and scheduling changes to ensure safe and compliant receipt of all inbound materials.
- Communicate QA/QC findings, material restrictions, safety concerns, and other post-receipt updates to customers, Account Managers, and transporters as appropriate.
- Coordinate with customers to resolve manifest discrepancies, shipping documentation issues, scheduling conflicts, and delivery exceptions.
- Prepare manifests, non-hazardous shipping labels, bills of lading, and other required regulatory and shipping documentation.
- Monitor daily shipments and proactively communicate scheduling changes, delays, or operational impacts to customers and facility personnel.
- Operate the facility scale and accurately enter shipment information into company operating systems as needed.
- Maintain accurate scheduling records, customer information, transportation documentation, and shipment data.
- Support continuous improvement initiatives by identifying opportunities to improve scheduling efficiency, communication, customer service, and operational workflow.
- Assist with administrative and accounting functions as needed.
- Perform other duties as assigned.
- High school diploma or GED required.
- One (1) to three (3) years of experience in customer service, logistics, transportation coordination, waste management, environmental services, shipping and receiving, or industrial operations preferred.
- Experience scheduling inbound and outbound shipments in a manufacturing, industrial, environmental, or transportation environment preferred.
- Proficient in Microsoft Office applications, including Excel, Outlook, and Word, with the ability to accurately enter and maintain data in company operating systems.
- Working knowledge of waste profiles, manifests, bills of lading, DOT shipping documents, and waste acceptance processes preferred.
- Ability to coordinate multiple priorities while balancing site volume capacity, customer requirements, and operational needs.
- Strong organizational, time management, and problem-solving skills with exceptional attention to detail.
- Excellent verbal and written communication skills with the ability to build and maintain effective relationships with customers, Account Managers, transportation providers, and internal operations personnel.
- Ability to analyze documentation, identify discrepancies, and resolve scheduling or shipping issues in a timely manner.
- Ability to learn and operate the facility scale and related software systems.
- Basic knowledge of accounting processes and business systems is preferred.
- Ability to sit or stand for extended periods and occasionally lift up to 25 pounds.
- Ability to work in an office located within an active industrial facility, including occasional exposure to varying weather conditions and operational environments.
At VLS our employees are the core of our business. As such, we value our employees' physical, mental, and financial wellbeing by providing first class, high value benefits and resources that are centered around a proper work-life balance.
Physical and Mental Wellbeing: VLS is committed to supporting our employees' physical and mental health by providing:
Medical, Dental and Vision Insurance - Based on each employee's need, we offer various high quality, low-premium medical, dental and vision plans, which include our first-in-class concierge service (available in Spanish) and 2nd MD Offering.
Flexible Spending Accounts (FSA) and Healthcare Saving Accounts (HSA) -- Set aside pre-tax money to use toward your health care spending. VLS provides an employer contribution to all HSA accounts.
Time Off - We offer 11 (eleven) company-paid holidays, in addition to our paid time off and voluntary time off plans.
Employee Assistance Program -- 24/7 assistance and counseling services that are 100% confidential and free to all employees and their dependents.
Telemedicine -- All employees and dependents receive free virtual visits by licensed practitioners any time, any day...including holidays!
Financial and Retirement Planning: At VLS we offer the following to assist our employees with planning around their finances and saving for retirement:
401(k) - Generous 401(k) matching program after 90 days of employment. VLS will match up to 5% of your pay every pay period. Matching contributions are 100% vested immediately.
Life and Disability Insurance -- Employer-paid life insurance, along with short-term and long-term disability coverage provided to all full-time employees.
Voluntary Life Protection Plans -- Employees and their dependents can elect coverage in our voluntary life/add, critical illness, hospital indemnity and accident plans.
Rewards and Recognition Programs -- We celebrate our employees! From birthdays to anniversaries and other various milestones/achievements, we have programs in place to recognize our employees.
Financial Planning - Free One on One financial planning with a certified Financial Planner/Coach.
Employee Discount - Employee Discount Program for savings on everyday goods and services at various retailers throughout the US.