Office Supervisor

Act Environmental Services • Sunnyvale, CA

297d • $36 - $46

About The Position

This position will assist operations and sales for Advanced Chemical Transport (ACT) related to corporate on-site environmental services. The Office Manager/ Coordinator will be responsible for internal and external information flow and will help develop and implement procedures relating to informational documents. The TSR/ OSR, and Branch Billers will report to the Office Manager/ Coordinator. The position includes verbal and written communication with client representatives, data entry, reviewing and entering work orders, generating and recording shipping documents, Internet research, desktop publishing, scheduling, and annual reporting.

Requirements

• Knowledge of the hazardous waste industry a plus
• Ability to work efficiently and effectively
• Maintain a clean and organized workspace
• Experience with Microsoft Office Products (i.e. Word, Excel, PowerPoint, Outlook)
• Ability to operate office equipment sufficient to perform job
• Ability to work independently or as a team member

Nice To Haves

• Experience in the hazardous materials/waste industry preferred

Responsibilities

• Monitor and schedule incoming requests via email daily (ie. job walks, lab moves, chemical moves, site services, decontaminations of solder stations, fume hoods, tool or equipment, secure battery transport, Espresso Bar moves, Emergency Response spills, IND deliveries)
• Ensure all emails and Tririga requests are responded to and completed in a timely manner.
• Ensure all Tririga requests are scheduled, updated, and closed in a timely manner.
• Ensure that the client guidelines are being followed for the disposal of batteries classified as Confidential, Prototype, iTracked, and damaged batteries and devices.
• Assign a daily route log for all drivers / technicians.
• Maintain all badges (Request for new ones or deactivations of badges)
• Assist / back up Logistics Coordinator with Satellite sites via the hazmat queue.
• Print out all Satellite Accumulation labels / Universal Waste / Non-Hazardous for step cans in labs.
• Order all PPE / Supplies via Grainger plus reconciliation of invoices and upload to BOX for all Grainger orders.
• Order and control office supply inventory
• Mentor new TSR/ OSR, Branch Billers and coordinate training of new personnel.
• Understand business costs and able to communicate appropriate costs to sales for new business opportunities and quote projects to clients.
• Assist staff members in meeting regulatory requirements of RCRA, DOT and OSHA, maintain compliance and documentation with all applicable state agencies.
• Review office employees
• Carry out disciplinary process for office employees in a respectful, professional manner
• Maintain company operational standards and communicate them to employees
• Work with and motivate subordinates in a positive manner
• Assist and support staff in developing, documenting, and following systems and procedures for preparing waste shipments, QA/QC maintaining customers' hazardous waste storage areas and implementing TQM principles and methodologies
• Enlist ACT corporate resources as needed to ensure 100% customer satisfaction
• Investigates, resolves and/or escalates customer service issues, as appropriate
• Perform other assignments as given by management
• Responsible for assigning and managing employees
• Plans, organizes, staffs, directs and controls specific day-to-day operations
• Adapts quickly to change to meet dynamic business needs; Displays flexibility and appropriate sense of urgency, while leading and engaging employees in a positive and professional manner
• Maintains liaison with sales for issues on orders
• Review and approve vendor invoices up to specified amounts
• Review weekly Payroll and ensure job coding is accurate
• Ensure all work orders have been billed in a timely manner, as needed
• Assist with new hire onboarding and track first fives
• Assist and provide support to sales staff
• Ensure customer specific monthly and quarterly waste reports are maintained and updated regularly
• Advise sales of order status when required
• Free Account Manager from appropriate administrative tasks to allow Account Manager to focus on new business sales
• Maintain quality communication and service to current accounts
• Communicate with Account Manager, Operations and clients regarding: order status, service requirements and any issues pertinent to all
• Follow up on customer issues, deliverables, etc. (post pick up phone calls)
• Maintain account book detailing preparation dates, special instructions, and any other pertinent information which is used to keep track of assigned customers' needs for their services that have been setup with pre-existing dates/templates and to allow another team members to back you up, as needed
• Generating reports if needed to support Operations

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Professional, Scientific, and Technical Services
• Education Level: High school or GED