Operations Administrative Assistant

The Operations Administrative Assistant provides essential administrative support to the operations team, ensuring efficiency in scheduling, data management, document organization, and project coordination. This role plays a key part in inventory management, purchasing, expense reporting, and inbound scheduling to facilitate smooth daily operations.

Key Responsibilities:

Inbound Scheduling, Load Management & Coordination:

• Respond to customer inquiries via phone and email regarding inbound delivery appointments.
• Maintain and manage the inbound scheduling system, tracking available time slots.
• Communicate available appointment times to customers, confirm their selections, and issue confirmation numbers.
• Log confirmed appointments into the inbound scheduling system to ensure accurate tracking of incoming loads.
• Weigh inbound and outbound loads at the site, ensuring proper documentation and compliance with procedures.
• Handle all necessary paperwork for inbound loads, verifying accuracy and completeness before processing.
• Provide timely updates on scheduling availability and changes to customers and internal teams.
• Work closely with operations staff to optimize scheduling, prevent overbooking, and maximize facility efficiency.
• Maintain accurate records of scheduled inbound loads, track trends, and generate reports to support operational planning.

Data Entry & Record Keeping:

• Accurately enter inbound data into relevant systems.
• Maintain detailed records of key operational KPIs, such as inventory levels, purchase orders, and project progress.

Document Management:

• Organize and maintain operational documents to ensure quick and easy access to critical information.

Communication Support:

• Answer phone calls, respond to emails, and distribute relevant information to the operations team.

Project Coordination:

• Assist in tracking project deadlines, compiling progress reports, and coordinating deliverables.

Purchasing & Inventory Management:

• Track purchase orders and manage stored waste inventory levels.
• Monitor stock availability and notify relevant teams of supply needs.

Expense Reporting:

• Compile and submit expense reports for the operations team.

Reporting & Analysis:

• Prepare operational reports and dashboards, analyzing data to identify trends and areas for improvement.

Administrative Support:

• Perform general administrative duties such as copying, scanning, mailing, and maintaining office supplies.

Required Skills:

• Proficiency in Microsoft Office Suite: Strong skills in Excel, Word, PowerPoint, and Outlook for data management and communication.
• Organizational Skills: Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines effectively.
• Attention to Detail: High accuracy in data entry and record-keeping.
• Communication Skills: Excellent written and verbal communication to effectively engage with internal teams and external stakeholders.
• Problem-Solving: Ability to identify issues, analyze information, and implement solutions.

Desired Qualifications:

• Previous experience in an administrative support role, preferably within an operations department.
• Familiarity with business management systems and inventory management software.
• Basic understanding of operational processes and procedures.