Admin Assistant- ON- Site

Liquid Environmental Solutions•Sherwood, OR

2d•Onsite

About The Position

The Admin Assistant supports the field service team and industrial segment through administrative, billing, customer service, inventory, and records-management duties. The role prepares route summaries and manifests, reviews work orders and service paperwork, and ensures required customer signatures and check-in/check-out records are captured. It also scans and files paperwork for billing, manages submissions for remote locations, posts work orders and billing, corrects billing errors, and submits account change requests. The position maintains permits and supplies, creates purchase orders, processes invoices and COD payments, and maintains required data, reports, and accurate paper and electronic filing systems. The Admin Assistant answers calls and emails, assists with customer service, drafts professional communications, conducts research as needed, and provides office guidance to personnel. The role works cooperatively with colleagues, managers, clients, vendors, and other departments while following regulations, company procedures, and safety requirements.

Requirements

At least two years of experience in general office functions.
High school diploma or equivalent.
Team player with a positive, professional 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 for incorrect 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 are captured where required.
Scan and file paperwork for billing submission.
Manage paperwork submission for remote locations as required.
Verify customer check-in and check-out where required for services.
Post daily work orders and billing for the industrial segment.
Create credit memos to correct billing errors as needed.
Create and submit CRM change requests for account updates.
Maintain waste hauling and disposal permits.
Maintain adequate inventory of supplies, 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 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.
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, and instructions, and demonstrate cooperation with safety rules and use of appropriate safety equipment.