Administrative Assistant: Billing & Ops Support

GFL Environmental Inc.; Kalamazoo, Northern (MI, KY); Hybrid; USD 36,000 - 46,000; Full time

Job summary

GFL Environmental Inc. in Kalamazoo, MI is seeking an Administrative Assistant to provide essential office support, prepare reports, and maintain organized files. The role includes travel for initial training and delivering high‑level customer service to internal and external contacts.

Responsibilities encompass payroll time sheet submission, accounts payable/receivable support, OMS‑based invoicing, data entry for new jobs, and maintaining safety records and documentation.

Qualifications

• 3+ years experience in administrative capacity.
• 2-year degree in business related field and 3 years’ experience in an administrative capacity or equivalent combination.
• Ability to multitask, prioritize and be detail oriented.
• Proficient computer skills, preferably Google Workspace.
• Excellent interpersonal skills and professionalism.
• Ability to effectively communicate with others verbally and in writing.
• Demonstrate ability to pay close attention to detail and maintain a high level of accuracy.

Responsibilities

• Maintain working files for area personnel and branch management.
• Submit payroll time sheets in a timely and accurate manner.
• Support invoice preparation, financial reconciliation, and accounts payable/receivable tasks.
• Manage end-to-end flow of operational paperwork and billing records.
• Generate accurate customer invoices using OMS and track service activity.
• Create and maintain new job numbers in OMS with precise data entry.
• Develop knowledge of OMS workflows to improve branch efficiency.
• Understand and uphold safety policy; maintain safety records.
• Prepare and distribute reports such as Fuel and Commodity Reports.
• Process invoices and purchase orders; assist with general ledger entries.
• Maintain contracts, bids, proposals, and marketing materials in a fireproof cabinet.
• Sort and distribute mail; type memos as needed.
• Coordinate training workshops and meetings; support branches as needed.
• Ensure compliance with laws and company policies; maintain confidentiality.
• Provide administrative and CSR support at branch locations as required.

Skills

Multitasking

Detail oriented

Google Workspace

Interpersonal skills

Communication skills

Professionalism

Attention to detail

Education

Associate degree in business administration or related field

Tools

Google Workspace

Job description

GFL Environmental Inc. in Kalamazoo, MI is seeking an Administrative Assistant to provide essential office support, prepare reports, and maintain organized files. The role includes travel for initial training and delivering high‑level customer service to internal and external contacts.

Responsibilities encompass payroll time sheet submission, accounts payable/receivable support, OMS‑based invoicing, data entry for new jobs, and maintaining safety records and documentation.