Administrative Support Specialist

Waste Pro; Concord (NC); On-site; USD 42,000 - 65,000; Full time

Job summary

Waste Pro is seeking an Administrative Support Specialist to perform secretarial, administrative, data management, and bookkeeping tasks. The role acts as a liaison across corporate, regional and divisional operations, emphasizing accuracy, timeliness, and customer service.

The position requires organization, the ability to generate reports, and strong collaboration across teams while handling confidential information with tact and professionalism.

Qualifications

• Requires Associate Degree in Business, Accounting, or Liberal Arts.
• 5+ years experience in an administrative support function.
• 2+ years experience in accounting or recyclable commodity field.
• Proficiency with MS Outlook, Word, PowerPoint; intermediate Excel.
• Strong written and verbal communication skills.
• Analytical and resourceful, able to draw accurate conclusions.
• Highly organized with ability to prioritize in a matrix organization.
• Autonomy with team collaboration.
• Experience in bookkeeping and accounting basics.

Responsibilities

• Enter customer information from service agreements for new and renewing customers.
• Provide payroll processing paperwork, maintain employee files, handle AR/AP and collections.
• Manage Outlook calendars; set up meetings and resolve conflicts.
• Schedule and organize meetings, travel, expense reports and department activities.
• File documents, generate reports, draft communications, and respond to routine questions.
• Use software to generate predefined queries, reports, announcements, memos, and layouts.
• Track financial data, research variances and report findings.
• Assist in planning and communicating employee activities.
• Work independently and in teams on routine and non-routine assignments with discretion.

Skills

MS Outlook

MS Word

MS PowerPoint

Excel

Written communication

Verbal communication

Analytical thinking

Organizational skills

Cross-functional collaboration

Confidentiality

Accounting basics

Education

Associate Degree in Business/Accounting/Liberal Arts

Tools

SAP

JD Edwards

Tower

Dossier

PeopleSoft

Job description

Description

Administrative Support Specialist

SUMMARY OF POSITION
The Administrative Support Specialist reports cross functionally to several business leaders and
fulfills a combination of secretarial, administrative, data management and book keeping functions. The administrative specialist will function as liaison between corporate, regional and divisional operations as needed. This position requires a high degree of organization and planning, skills required to generate accurate and timely data reports and superior customer service skills. The Administrative Specialist will engage in general filing, duty coordination, material and proposal packaging, customer service, accounts receivable, accounts payable and collections. Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.

RESPONSIBILITIES:

1. 1. Entry of customer information for new and renewing customers from the service agreements
2. 2. Position provides support to the Division including- payroll processing paperwork completion, maintaining employee files, ordering supplies ,customer service, accounts receivable, accounts payable and collections.
3. 3. Manages Outlook calendars; setting up meetings, resolving schedule conflicts and prioritizes meetings.
4. 4. Schedules and organizes simple to complex activities such as meetings, travel, expense reports, and department activities for members of management team.
5. 5. Files documents, generates reports, drafts communications and responds to routine questions.
6. 6. Uses variety of software to produce predefined or routine queries, reports, announcements, correspondences, memos, business plans, layouts and graphic designs as requested.
7. 7. Tracks financial/quantitative data, researches and reports variances.
8. 8. Assists with the planning, coordination and communication of employee activities.
9. 9. Works independently and within a team on recurring and non-recurring assignments that may require demonstrated poise, tact, diplomacy and confidentiality.

QUALIFICATIONS:

• * Minimum of Associate Degree in Business/Accounting/Liberal Arts
• * 5+ years experience in an administrative support function
• * Requires 2+ years experience in accounting and/or recyclable commodity related field.
• * Proficiency with MS Outlook, Word, PowerPoint as well as intermediate familiarity with Excel.
• * Strong written and verbal communication skills
• * Demonstrated ability to think analytically and resourcefully draw accurate conclusions.
• * Ability to manage complex and dynamic situations requiring a well developed sense of organizational prioritization.
• * High degree of autonomy, yet team oriented with ability to work cross-functionally within a matrix organization.
• * Proven depth in business mathematical principles and applications (e.g. book keeping, accounting).
• * Attention to detail with demonstrated ability to produce accurate and consistent work quality.
• * Experience researching, interpreting, data management, data entry and report generation.
• * Intermediate level of experience using computer automation tools (e.g. SAP, JD Edwards, Tower, Dossier, PeopleSoft, etc.).
• * Must have high level of interpersonal skills to handle sensitive and confidential situations.
• * Able to interact and communicate with individuals at all levels of organization.

Special Considerations/Physical Work Requirements

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

• * Required to use motor coordination with finger dexterity (such as keyboarding, machine operation, driving, etc.)- most of the work day;
• * Required to exert physical effort in tasks that involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight handling objects less than 25 pounds- rarely;