Administrative Assistant II

Company Description

Clean Earth is a leading provider of environmental services in the United States providing remediation, disposal, recycling, and beneficial reuse solutions for hazardous and non-hazardous waste,

contaminated soil, and dredged material. Our vast portfolio of technologies and services touches nearly every industry that generates waste including energy, infrastructure, commercial, industrial, retail, and healthcare markets.

Every day our teams across the country take a hands-on, dedicated approach to recycling and beneficially reusing waste that would otherwise go into landfills.

We value our employees as our most important asset, and this is reflected in many areas across our company including recently being named a 2024 Most Loved Workplace ®.

We are committed to creating a positive work culture that fosters growth and development while ensuring the health and safety of our employees.

Why join Clean Earth? 

In addition to competitive pay, we also offer: 

• Health benefits available Day 1 
• 401k available Day 1 
• 10 paid holidays/year 
• Free HAZWOPER training and certification 
• Overtime opportunities 
• Ability to be cross-trained into different roles 

Job Description

Under immediate supervisor, the Administrative Assistant II provide coordination and support for the efficient operations of the transportation team. The job interfaces frequently with clients, peers, and managers. Ensure all tasks are in compliance with applicable Federal, State, and Local Department of Transportation regulations as well as compliant with all policies, practices and procedures.

Primary Responsibilities (Essential Functions):

· Provide coordination and support for daily operations of facility.

· Place 24-hour advance notice calls to customers within assigned territories to inform them about next day service. Inform Client Services or Dispatchers of order changes

· Obtains 10-day log from supervisor following the daily yard walk, reviews the log against the manifests tracking system and reconcile the reports, and make copy and fill out form using current day’s data.

· Manage inventory and ordering of office supplies, including personal protective equipment (PPE) using our internal ordering website and obtain proper approvals.

· Manage life cycle of printed manifests, including Land Disposal Restrictions (LDRs) associated paperwork and labels - printing, CC Scanning, High Occupancy Vehicles (HOV) mailing, mailing to customers and mailing to states.

· Sign manifests that end at the facility and create billing packets (based on location permitting and need).

· Utilize the CRM system to initiate unresolved customer and team member cases - assess priority and identify appropriate support team member.

· Review Drivers’ data submitted via an electronic logbook to ensure compliance with DOT regulations for hours of service and other compliance requirements, verify information and notify Transportation Supervisor or Manager of any violations.

· Maintain and compile information from drivers’ load sheets into one daily report to allow for accurate inventory of warehouse supplies.

· Enter order updates which add to any required Transportation, Supplies, or Demurrage charges once the waste and documentation arrive at the facility.

· Compile data and reports to manage the logs and operational efficiency and to support decision making to include information about labor hours, equipment usage, consumption of material, quality control, types and quantities of labor and other aspects of operations.

· Perform office administrative tasks - maintain electronic and paper files, rosters, contact lists; accurately update files, reports, spreadsheets and documentation; sort and distribute mail.

· Verify incoming and outgoing shipments of supplies, equipment and materials.

· Performs other reasonably related tasks as assigned by management.

Qualifications

· High school diploma or GED

· 2 years of experience providing administrative support including payroll entry, generating reports, and some bookkeeping/accounting experience.

Preferred Qualifications:

· 3 years of experience in transportation and logistics services

· Must be proficient with Microsoft Office Suite

· Must be willing and able to work in team and fast passed environment

· Must possess strong communication skills

Additional Information

Clean Earth offers competitive benefits including health, dental, vision, life, and disability insurance plans starting on the first day of employment; paid time off, wellness benefits, employee discount program, tuition assistance, and a 401k with company matching.

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, gender identity, or genetics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

If you have a difficulty applying for any job posted on Harsco Clean Earth’s website because a disability prevents you from using the online system, Clean Earth offers the following alternate application procedure: Call toll free (833) 209-2659 and leave your name, phone number, city and state of residence.  Clean Earth will arrange for an alternate method of applying and will consider your application together with all other applications received for the job.  This line is dedicated to disability applications only.  No other inquiries will receive a response.