Admin Assistant- ON- Site- Charlotte Branch

Liquid Brand•Charlotte, NC

6d•Onsite

About The Position

The Admin Assistant supports the Charlotte branch by coordinating daily transportation paperwork, work orders, billing, supplies, permits, and office communications. The role prepares route summaries and manifests for the FST Team, reviews paperwork and work orders for accuracy and completeness, and ensures required customer signatures and check-in/check-out records are captured. It scans and files billing documents, supports remote locations, posts work orders and billing for the industrial segment, corrects billing errors through credit memos, and submits CRM change requests. The position also maintains permits and inventory, creates purchase orders, processes invoices, maintains reporting and filing systems, handles customer and vendor communications, and provides office assistance to personnel. The Admin Assistant is expected to deliver professional customer service, cooperate across departments and locations, conduct research as needed, process COD payments when required, and follow all applicable safety rules, policies, and procedures.

Requirements

At least two years of experience in general office functions.
High school diploma or equivalent.
Positive, professional, team-oriented attitude.
Ability to meet deadlines and maintain composure 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 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 and service check-in/check-out records are captured where required.
Scan and file paperwork for billing submission and manage paperwork submission for remote locations as required.
Post daily work orders and billing for the industrial segment.
Create credit memos to correct billing errors and submit CRM change requests for account updates.
Maintain waste hauling and disposal permits.
Maintain sufficient inventory of supplies, including PPE, tools, equipment, office supplies, and manifests.
Create purchase orders for supplies, services, and disposal, and process invoices.
Maintain data, reporting, and accurate paper and electronic filing systems.
Answer incoming phone calls and emails and support the customer service process.
Compose professional office and company-wide communications.
Provide courteous, professional customer service and communicate with team members, management, clients, and vendors.
Work cooperatively with managers and peers across departments and locations.
Provide guidance and assistance to personnel with office needs.
Research information as needed for customers, auditors, regulatory agencies, and management.
Accept and correctly process COD payments when needed.
Lead by example in following regulations, policies, work procedures, instructions, and safety rules, and use appropriate safety equipment.