Administrative Coordinator

Basin Haulage is seeking a highly organized and detail-oriented Administrative Coordinator to manage essential administrative functions for the company. This role is critical in ensuring smooth operations by overseeing mail and financial processes, coordinating payroll, managing permits and compliance documentation, and supporting company leadership with administrative needs. The ideal candidate will have experience in construction, fleet management, or waste management and be comfortable handling financial and regulatory responsibilities.

Key Responsibilities

Mail & Financial Management

• Manage all incoming mail, including physical mail to the office, PO box, and catchall email boxes (AOL / accounting@).
• Collaborate with the Fleet and Safety Managers to address or pay violations.
• Collect, collate, and deposit checks, working with the AR team to ensure proper system recording.
• Screen, review, and distribute relevant notices while filtering out unnecessary or time-wasting materials.

Payroll & HR Administration

• Coordinate with the external HR team to manage payroll and hourly employee pay.
• Verify that all hourly employee hours, sick leave, and PTO records are accurate and up to date.
• Ensure accurate union payments and calculations.

Permits & Insurance Management

• Maintain an annual schedule of required permits and oversee timely completion.
• Track and schedule insurance policies for review and renewal.

Accounts Payable & Financial Oversight

• Oversee the AP process within the Bill.com system, ensuring accurate invoice approvals and account reconciliations.
• Flag and investigate any questionable invoices before approval.
• Ensure fleet fuel cards are paid on time each month.

Regulatory & Compliance Responsibilities

• Manage the BIC (Business Integrity Commission) submissions and violations register:
• Renew permits every three years.
• Maintain a strong working relationship with BIC representatives.
• Oversee the DSNY Carter Portal, including:
• Uploading new customers via a pre-generated spreadsheet.
• Maintaining and updating monthly dump ticket records.
• Uploading training records, accident registers, and truck records as needed.

Administrative Support

• Provide administrative assistance to the owner and company officers as needed.
• Support the Safety Manager with administrative tasks and organizational duties.

Requirements & Qualifications

• Proven experience in an administrative or operational role, ideally within construction, fleet, or waste management industries.
• Strong organizational skills with the ability to multitask and manage deadlines.
• Financial acumen, including experience with accounts payable, tax filing, and payroll coordination.
• Proficiency in Microsoft Office, Bill.com, Excel and other relevant business software.
• Excellent communication skills and ability to interact professionally with vendors, regulatory agencies, and internal teams.
• Ability to work on-site in Maspeth, Queens, NY, with limited remote flexibility at executive discretion.

Why Join Us?

• Be part of a dynamic and essential industry with long-term stability.
• Enjoy a collaborative work environment with leadership support.
• Gain experience in compliance, finance, and operations while making a meaningful impact.

If you are a proactive, detail-oriented professional with a background in operations, administration, or financial coordination, we encourage you to apply!

Basin Haulage is an equal employment opportunity employer and considers all applicants without regard to race, color, religion, national origin, ancestry, citizenship, gender, pregnancy, age, physical or mental disability, genetic information, service in the uniformed services, or any other basis protected by federal, state or local law.

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Ability to Commute:

• Maspeth, NY 11378 (Required)

Work Location: In person

Salary : $25 - $30