Operations Administrator

Interstate Waste Services; Town of Plainfield (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Interstate Waste Services is seeking an Administrative Assistant to support Hauling Depot operations in New York. You will assist with dispatch coordination, data entry, and documentation on route sheets, tickets, and regulatory records.

The role emphasizes communication, accuracy, and multi-tasking in a busy logistics environment. Experience in waste/transport and familiarity with DOT paperwork are highly valued.

Qualifications

• 18+ years of age and eligible to work in the United States.
• High school diploma; higher education is a plus.
• Minimum 3 years experience as Administrative Assistant or Operations Support.
• Fluency in English required; Spanish bilingual is a plus.
• Experience in waste management or transportation industry preferred.
• Experience in waste industry software preferred, but training may be provided.
• Computer skills including Microsoft Excel, Word, Outlook, TEAMS.
• Ability to learn and conform to digital processes; prioritize tasks; strong attention to detail.
• Excellent organizational and time management abilities.
• Familiarity with DOT regulations and safety documentation.

Responsibilities

• Maintain comprehensive operational records including route sheets, work orders, and service documentation.
• Check-in and communicate with drivers and collection helpers around shift times daily.
• Data entry regarding driver surveys, hours, miles, fuel, etc. on route sheets/logs.
• Coordinate with dispatch on daily route assignments and changes.
• Make corrections (productivity data) within 24 hours.
• Enter productivity entry for previous day; all productivity must be entered within 48 hours of route completion.
• Receive and assist occasional customer service calls and communicate between drivers on routes.
• Collect daily tickets and DVIRs for processing; injury/accident reports as needed.
• Contact sales and/or customer service departments in case of service issues and updates.
• Organize and distribute all paperwork from drivers or other staff.
• Utilize system functionality for all operations requiring data entry and accuracy.
• Coordinate and schedule operational meetings and training sessions.
• Prepare meeting agendas and record minutes for operations meetings.
• Maintain updated contact information for all operations personnel.
• Distribute important operational updates and policy changes to team members.
• Assist in maintaining records required for regulatory compliance.
• Help prepare documentation for audits and inspections.
• Assist with incident report documentation and filing.
• Trained in house to dispatch if interested and need arises.
• Manage internal filing systems (digital and physical) for operational documents.
• Prepare and distribute daily, weekly, and monthly operational reports.
• Compile data for regulatory compliance reporting.
• Assist in analyzing operational data to identify trends and improvement areas.

Skills

Communication skills

Data entry

Multitasking

Microsoft Office

Education

High school diploma

Tools

Microsoft Excel

Outlook

TEAMS

Waste management software

Job description

Overview

Interstate Waste Services is the most progressive and innovative provider of solid waste and recycling services in the country! We primarily service Northern New Jersey, Southern New York State, New York City, Connecticut, with a state-of-the-art rail served landfill located in Ohio. We cater to a diverse range of residential, industrial and commercial customers. Our mission has always been to provide our customers with the highest quality waste, recycling and environmental services, while keeping focus on employees, customer and environmental safety.

What makes our company culture unique is we have mastered the ability to balance the standards of a large corporate company while maintaining our small business family style culture.

Essential Job Summary

The Administrative Assistant will play an integral role in supporting the day-to-day operations of our Hauling Depot. This role will primarily support operations management, overnight dispatchers alongside them, and the drivers and collection helpers on routes over the phone. The ideal candidate will have strong communication skills, computer skills, and the ability to multi-task.

Essential Job Functions

• Maintain comprehensive operational records including route sheets, work orders, and service documentation.
• Check-in and communicate with drivers and collection helpers around shift times daily
• Data entry regarding driver surveys, hours, miles, fuel, etc. on route sheets/logs
• Coordinate with dispatch on daily route assignments and changes.
• Make corrections (productivity data) within 24 hours.
• Enter productivity entry for previous day. All productivity must be entered within 48 hours of route completion.
• Receive and assist occasional customer service calls and communicate between drivers on routes
• Collect daily tickets and DVIR's for processing; also injury/accident reports as needed
• Contact sales and/or customer service departments in case of service issues and updates
• Organize and distribute all paperwork from drivers or other staff
• Utilize system functionality for all functions of operations requiring data entry and accuracy.
• Coordinate and schedule operational meetings and training sessions.
• Prepare meeting agendas and record minutes for operations meetings.
• Maintain updated contact information for all operations personnel.
• Distribute important operational updates and policy changes to team members.
• Assist in maintaining records required for regulatory compliance.
• Help prepare documentation for audits and inspections.
• Assist with incident report documentation and filing.
• Trained in house to dispatch if interested and need arises
• Manage internal filing systems (both digital and physical) for operational documents.
• Prepare and distribute daily, weekly, and monthly operational reports.
• Compile data for regulatory compliance reporting.
• Assist in analyzing operational data to identify trends and improvement areas.

Requirements and Qualifications

• Applicants must be at least 18 years of age and legally eligible to work in the United States.
• High school/GED education completed; higher education is a plus.
• Minimum 3 years experience as Administrative Assistant, or some type of Operations Support required.
• Fluency in English required, Spanish bilingual is a plus.
• Experience from waste management or transportation industry is strongly preferred.
• Experience in waste industry operations software is strongly preferred, but can be trained.
• Must have computer skills, including Microsoft Excel, Word,Outlook, TEAMS
• Ability to learn and conform to digital processes
• Ability to prioritize takes effectively
• Strong problem solving and decision-making capabilities
• High level of accuracy and attention to detail
• Adaptability to changing priorities and schedules
• Expertise with data entry and records management.
• Excellent organizational and time management abilities.
• Familiarity with DOT regulations and safety documentation.

Additional Information

This job description is intended to be an accurate representation of the general functions of the job, rather than exhaustive list of duties, responsibilities, or experience. Other duties may be assigned, requested, or required. Aspects of the job may be altered without notice.

Interstate Waste Services provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves