Administrative Office Specialist

Casella Waste Systems, Inc.; Fairfield (ME); On-site; USD 42,000 - 46,000; Full time

Benefits offered by this job

Medical, Dental, Vision, Life & DI

Maternity & Parental Leave

401K

Job summary

Casella Waste Systems, Inc. is seeking an Administrative Office Specialist to provide professional clerical and administrative support across the division.

The role includes handling calls, maintaining files, schedules, reports, and correspondence while delivering a high volume of customer service. This full-time, on-site position runs Monday through Friday, 8am–5pm, with a hiring range of $20.00–$22.00 per hour.

Qualifications

• High School Diploma or equivalent and 0-2 years administrative experience.
• Proficiency with MS Office (Word, PowerPoint, Excel, Outlook).
• Strong listening, communication, customer service and problem solving skills are required.

Responsibilities

• Engages with customers to assess support needs and promote products and services.
• Creates and maintains customer and sales information in CRM and Case Management systems to troubleshoot customer issues and track sales activities.
• Generates market interest and sales as the primary point of contact for CCC inquiries and ensures timely delivery of products and services.
• Manages daily workflows of outgoing and incoming mail.
• Communicates with vendors to collect invoices and processes information for accounts payable.
• Performs filing of safety records, procedures, and employee personnel records.
• Monitors stock of office supplies and places orders to maintain inventory.
• Provides general administrative tasks including scanning, filing, faxing, and copying.
• Makes travel arrangements for managers when travel is necessary.
• Participates in training and other opportunities to expand knowledge of the company.

Skills

Customer service

Communication

Teamwork

Problem solving

Attention to detail

Education

High School Diploma or equivalent

Tools

MS Office

Job description

Overview

Position Summary The Administrative Office Specialist provides professional clerical and administrative support to the division by providing support to managers, employees, and customers, assisting in daily office needs, and managing the company’s general administrative activities. The incumbent supplies information to callers, maintains files, organizes and maintains schedules and appointments, generates standard reports, and produces correspondence. This role involves a high volume of customer service activities as part of day-to-day operations.

Hiring and Work Schedule This position is full-time on-site, Monday through Friday from 8am-5pm. Hiring range: $20.00 - $22.00 per hour.

Key Responsibilities

• Engages with customers to assess support needs and provides products and services to fulfill identified customer needs while promoting new or alternative products and services.
• Creates and maintains customer and sales information in CRM and Case Management systems to troubleshoot customer issues, gather customer information, track sales activities, create outreach campaigns, and generate new business opportunities and customer retention activities.
• Generates market interest and sales as the primary point of contact and resolution for all calls and cases routed from the Customer Care Center (CCC) for small commercial dumpster and temporary Roll-Off inquiries, ensuring customers receive products and services in a timely manner and are connected with the appropriate divisional sales team for in-person follow-up as needed.
• Manages daily workflows of outgoing and incoming mail in a timely manner.
• Communicates with vendors in a professional manner to collect invoices and processes information for accounts payable.
• Performs filing of safety records, procedures, and employee personnel records to ensure data is organized and up to date.
• Monitors stock of office supplies and places orders when needed to ensure adequate inventory of critical supplies.
• Provides general administrative and clerical functions including scanning, filing, faxing, and copying to support facility needs.
• Handles incoming and outgoing calls for other office staff and routes employee and customer inquiries to the proper personnel.
• Composes and updates regular correspondence such as invitations and informative materials to ensure consistency throughout the division.
• Assists new hires with onboarding paperwork, benefits enrollment, and other necessary information pertaining to their employment.
• Makes travel arrangements for managers when travel to other business locations is necessary.
• Participates in training and other learning opportunities to expand knowledge of the company, products, sales and services and performs any other duties needed to help drive our vision, fulfill our mission, and abide by our core values.

Career Path Definitions & Distinctions

Administrative Office Specialist I: 0-2 years of progressively complex experience in the administrative support field. Demonstrates basic knowledge of Casella’s business products and services and the waste industry. Can effectively manage assigned projects, including filing, mailing, and ordering of supplies. Can effectively take calls from customers and direct visitors only asking for assistance when needed.

Administrative Office Specialist II: 2-4 years of progressively complex experience in the administrative support field. Has a solid understanding of Casella’s business products and services and the waste industry. Prepares reports, completes data entry, receives and responds to customer correspondence, and schedules meetings for on-site managers.

Administrative Office Specialist III: 4-6 years of progressively complex experience in the administrative support field. Supports managers and other employees by coordinating mailing, arranging meetings and conference calls, and directing customers to the proper departments. Produces special project reports as needed, supports and updates databases, runs queries, develops database reports, and coordinates mailings. Demonstrates the ability to mentor and train other administrative staff. Has started to build strong relationships with home office and divisional employees at various levels within the organization.

Office Manager: 6+ years of progressive leadership experience in the administrative and office management field. Demonstrates highly integrated knowledge and competence in several technical areas of customer service and office management and has built strong relationships with home office and divisional employees at various levels within the organization. Provides training and mentoring to business service staff. Works with Payroll and Human Resources departments to process new-hire onboarding paperwork, benefits enrollment, and answer questions pertaining to employment. Takes on additional responsibilities, reviews daily work order reports of others, handles escalations, and knows who and when to inform about issues; supervises the team when needed. Is extremely reliable and accurate.

Education, Experience & Qualifications

The successful candidate will have a High School Diploma or equivalent, 0-2 years of administrative experience and a demonstrated ability to work as part of a team in a collaborative environment. Outstanding relationship management skills, excellent listening, communication, customer service and problem solving skills are required. Demonstrated proficiency with MS Office (Word, PowerPoint, Excel, and Outlook) and proficiency in administrative and clerical procedures and systems are necessary. Versatility, flexibility, and willingness to work changing priorities is expected.

Attributes

Positive, team-oriented individual who is proactive and efficient with strong problem-solving skills and is results-oriented with the ability to see the larger picture while focusing on detailed information. Outstanding attention to detail, prioritization skills and an ability to accommodate frequent interruptions is essential.

Benefits

Medical, Dental, Vision, Life & Disability Insurance, Maternity & Parental Leave, Flexible Spending Accounts, Discounted Stock Program, 401K, Employee Awards, Employee Assistance Plan, Wellness Incentive, Tuition Assistance, Career Pathways, and More.