Admin Assistant- ON- Site

Liquid Brand•Rosedale, MD

3d•Onsite

About The Position

The Admin Assistant supports the FST Team and industrial segment through daily route and work-order administration, billing, records management, purchasing, customer service, and general office support. The position prepares route summaries and manifests, reviews work orders and service paperwork, verifies required customer signatures and check-ins/outs, and scans and files documentation for billing. It also manages paperwork for remote locations, posts work orders and billing, corrects billing errors through credit memos, submits account-change requests, and maintains waste hauling and disposal permits. The role monitors team inventory, creates purchase orders, processes invoices, maintains data and reports, and responds to customer and internal inquiries. It requires courteous, professional communication with customers, vendors, coworkers, managers, and other departments, along with accurate paper and electronic recordkeeping. The Admin Assistant also provides office guidance, conducts research as needed, accepts and processes COD payments when necessary, and follows applicable regulations, policies, procedures, and safety requirements.

Requirements

At least two years of experience in general office functions.
High school diploma or equivalent.
A positive, professional, team-oriented attitude.
Ability to meet deadlines and maintain poise under pressure.
Excellent organizational skills and attention to detail.
Ability to interact with all levels of management.
Excellent written and verbal communication skills.
Analytical mindset.
Proficiency in Microsoft Excel and Word.
Strong attention to detail when checking data and comparing work orders to reports.
Professional appearance and demeanor.
Ability to work in general office conditions.
Ability to perform light lifting and bending.

Nice To Haves

Experience with Microsoft Access, PowerPoint, and Outlook.
Previous experience in a billing role.

Responsibilities

Prepare daily route summaries and manifests for the FST Team before on-duty time.
Review and approve daily work orders in the Transportation Supervisor Portal and customer-specific portals as required.
Review daily FST paperwork, including service location profiles, work completion forms, and manifests, for completeness.
Ensure customer signatures are captured where required.
Scan and file paperwork for billing submittal, including managing paperwork submittals for remote locations as needed.
Verify customer check-in and check-out for services where required.
Post daily work orders and billing for the industrial segment.
Create credit memos to correct billing errors.
Create and submit CRM change requests for required account updates.
Maintain waste hauling and disposal permits.
Maintain adequate inventory of 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 and emails and support customer service.
Compose professional office and company-wide communications.
Communicate courteously and professionally with team members, management, clients, and vendors.
Work cooperatively with managers and peers across departments and locations.
Maintain accurate and complete paper and electronic filing systems.
Provide guidance and assistance to personnel with office needs.
Research on behalf of customers, auditors, regulatory agencies, and management as needed.
Accept and correctly process COD payments when needed.
Follow regulations, policies, work procedures, instructions, and safety rules; use appropriate safety equipment.