What are the responsibilities and job description for the Office Administrator position at United Scrap Metal Inc?
Over the last forty years, United Scrap Metal (“USM”) has grown from $200 and a rental truck into one of the largest full-service recyclers in the country. Today, the team continues to pioneer innovative, solutions-driven recycling programs through ethical and sustainable practices. This has earned them both National acclaim and recognition with the achievement of several dozen awards. With 400 team members across 6 locations nationally, the company’s commitment to excellence is reflected in an outstanding client retention rate across several thousand customers throughout North America. This substantial growth is further supported by strong consumer partnerships who recognize a consistent delivery of high quality non-ferrous and ferrous material via truck, container, rail and barge shipment. Equally as important, is the expansion of the team’s focus on philanthropy, sustainability, diversity, and safety / compliance. A unique mission exists in making a positive impact in the lives of others, throughout the communities in which they live, work and service. USM is proud to make a difference for its clients, consumers and local communities as it continues to drive forward into the next forty years and beyond.
Position Overview
The Office Administrator provides administrative support and customer service to various internal and external customers. This individual supports all front office activities, as needed, and performs administrative duties as assigned. Reports to the General Manager with a dotted line oversight to train, supervise and mentor the Administrative Coordinator.
Summary of Responsibilities
The Office Administrator is a unique role that encompasses responsibilities remotely for several departments that reside in the Corporate Location; some of these may be delegated, as needed, to the Administrative Coordinator:
Customer Excellence Duties
- Enters breakdowns and uploads documents
- Set up new customer accounts
- Enters customer pricing as requested by the Sales Team
- Creates and updates consumer and customer contracts
- Cuts checks and gets cash from the bank – tracks customer payments
- Creates shippers – handles all appropriate paperwork
- Processes consumer invoicing
- Runs reports pertaining to volume and revenue
- Occasionally delivers checks or requested material to customers as requested by the Sales Team
- Acts as a point of contact for customer questions – handles invoicing, payments for returned materials
Accounts Payable and Receivable Duties:
- Sets up new vendors
- Codes and sends invoices to Accounts Payable
- Tracks unpaid invoices
- Acts as a point of contact for customers and vendors regarding payments
People Development Duties
- Assists in interviewing for open positions at the facility
- Sets up new hire medical testing at the clinic (i.e. physical exam and Zero Impairment testing)
- Assists in various onboarding activities such as the New Hire Orientation presentation and completing required new hire documents; scans paperwork to Corporate
- Helps set up and send team members for random DOT / Non-DOT testing and bi-annual torch operator testing
- Assists Operations to ensure that payroll timecards (hours worked) are sent to Corporate, enrolls new hires in the time clock and helps with time clock troubleshooting, as necessary
- May support or act as a witness to yearly performance reviews, coaching sessions, team member meetings or disciplinary actions
- Helps field and answer questions, fostering a culture in which staff members feel comfortable voicing questions and concerns; puts them in touch with a Corporate PD team member, as needed
Safety & Compliance Duties
- Tracks documentation for ISO/RIOS compliance
- Supports the incident reporting process, as requested
- May help complete reports for compliance tracking purposes
Other Duties (as required per facility)
- Books travel arrangements for new hires completing training in other locations and supports the scheduling process, as needed
- May travel to other facilities to continue training and learn best practices for the role
- Oversees the Administrative Coordinators and any other new internal office personnel; ensures they are trained and performing their jobs effectively
- Engages in and promotes activities that cultivate a positive facility cultures such as helping to execute activities such as teambuilding, charity events, donation drives etc.
- Covers basic duties, as needed, in the absence of the Administrative Coordinator
- May perform dispatch duties in the absence of a dispatcher: scales trucks in and out, communicates with drivers, enters calls, dispatch tickets, equipment or receivers as required
- May support customer or utility accounts such as pricing all roll-off and special project loads, copying and organizing all supporting documentation and generating requested reports
- May assist in tracking customer activity in monthly reports (reconciliation and supplier diversity)
- Serving as a point of contact for customer accounts and scheduling payments as needed
- Other duties as assigned
Desired Characteristics
- High School Diploma required; college degree preferred
- Requires previous similar position experience in an administrative role
- Must possess a professional, charismatic, and customer service focused attitude
- Standard MS Office software usage (Outlook, Excel, Office)
- Ability to work in a face paced environment, managing multiple priorities
- Ability to perform accurate data entry
- Excellent written and verbal communication skills
- Highly organized
- Candidate must pass a pre-employment physical, background, and credit check
- Available to fulfill flexible scheduling requirements as determined by the manager and /or business needs of the operation
Minimum Safety Training Requirements
- Basic on-the-job training that satisfies the Primary Objectives of the specific position (as noted above)
- US-SOP-01 United in Safety Manual
- US-F11 QEH&S Policy
- US-SOP-03 Team Member Handbook
We strive to demonstrate our Core Values in all positions at USM:
- Trust Commitment Loyalty Passion Respect Service Performance
USM is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, marital status, protected veteran status, or any other characteristic protected by law. USM will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. USM is a Zero Impairment Workplace. USM provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify your Talent Acquisition contact or another member of our People Development Team at careers@unitedscrap.com. The decision on granting reasonable accommodation will be made on a case-by-case basis.
Salary : $200
