Administrative Assistant

GFL Environmental Inc.•Kalamazoo, MI

2d•Onsite

About The Position

The Administrative Assistant will provide administrative support to the branch with regards to Company communications, report preparation, correspondence, and the maintenance and organization of files. Provide excellent customer service to internal and external customers. Please note that training for this position will require out-of-town travel from Monday through Friday for three consecutive weeks during the initial training phase.

Requirements

3+ years experience in administrative capacity.
2-year degree in business related field and 3 years’ experience in an administrative capacity or equivalent combination.
Ability to multitask, prioritize and be detail oriented.
Proficient computer skills, preferably Google Workspace.
Excellent interpersonal skills and professionalism.
Ability to effectively communicate with others verbally and in writing.
Demonstrate ability to pay close attention to detail and maintain a high level of accuracy.
Valid work authorization in the country where the job is located is required.
Successful candidates will be required to provide valid documentation confirming their eligibility to work in the country where the job is located prior to their start date.

Responsibilities

Maintain working files as required for area personnel and all levels of branch management.
Timely and accurate submittal of payroll time sheets for area personnel on a daily basis.
Partner with the Accounting team to support invoice preparation, financial reconciliation, and administrative tasks related to accounts payable and receivable.
Manage the end-to-end flow of operational paperwork, ensuring all documentation (manifests, work orders, route sheets) is collected, reviewed for accuracy, and processed in a timely manner.
Utilize the internal Operations Management System (OMS) to generate accurate customer invoices and manage billing records.
Create and maintain new job numbers within the OMS, ensuring precise data entry and consistent tracking of service activities throughout the life of the job.
Develop a strong working knowledge of the OMS program, including its workflows, to support branch administrative efficiency.
Understand Company safety policy and maintain safety records for the division as required.
Prepare and distribute reports as directed such as Fuel Report, Commodity Report, and others as assigned.
Process invoices and purchase orders for the area and assist with general ledger entries as needed.
Maintain all contracts, bids, proposals, sales and marketing information, etc. in a fireproof cabinet.
Sort, review and distribute all incoming and outgoing mail and electronic transmissions.
Type memos of correspondence as needed.
Coordinate and organize all training workshops and meetings within the area.
Conform in all respects with applicable federal, state/provincial and local laws, regulations, ordinances and other orders and to all company policies, procedures and directives from supervisors.
Demonstrate professionalism by maintaining a high degree of integrity, ethics and confidentiality.
Assist with administrative and CSR at branch locations and communicate/forward correspondence with other branches as needed.
Perform other duties and responsibilities as required or requested by management.