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Office Supervisor

2 months ago

Dallas, Texas, United States ACTenviro Full time
Job Summary

This position will support operations and sales for Advanced Chemical Transport (ACT) related to corporate on-site environmental services. The position includes verbal and written communication with client representatives, data entry, reviewing and entering work orders, generating and recording shipping documents, Internet research, desktop publishing, scheduling, and annual reporting. The Office Supervisor will be responsible for internal and external information flow and will help develop and implement procedures relating to informational documents.

Key Responsibilities
  • Receive and prepare sales orders given by sales representatives or clients
  • Assist and provide support to sales staff
  • Taking incoming calls and providing pricing for small waste pick-ups
  • Creating and updating customer-specific monthly and quarterly waste reports
  • Prepare and manage waste profiles within EnviroWare software
  • Advise sales of order status when required
  • Miscellaneous tasks (prepping marketing packets, creating binders, etc.)
  • Assist operations department with preparation of packets
  • Free AMs from appropriate administrative tasks allowing AMs to focus on new business sales
  • Provide quality communication and service to current accounts
OSR Accountabilities
  • Preps/Prints work orders (job packets) from sales based on ship dates and pre-arranged template orders that have been scheduled with dispatch which includes prepping orders at least 2-3 days prior to service when templates are assigned
  • Edits job packets returned from field by on the sales order side as to what was picked up and which is then passed along to sales billing department
  • Receives incoming documentation from the field
  • Generates twice daily emails with heads up for schedule, informing of any discrepancies of job packets missing, or if turned in, not on schedule, after final schedule done put together the job packets for the appropriate field personnel and put in their mailbox
  • Checks incoming documents, hazardous or not, for correctness, works with sale and field personnel when discrepancies are found so they can be corrected
  • Generates outbound loads for waste leaving our 10-day hub going to other ACT 10-day hubs or facilities, this includes verification of piece count with our dock personal, copying and emailing our other 10-day branches and other non-ACT branches of the upcoming loads.
  • Entering the outbound loads in EW transfer tabs
  • Maintain book of assigned accounts detailing preparation dates, special instructions, and any other pertinent information which is used to keep track of assigned customers' needs for their services that have been setup with pre-existing dates/templates and to allow another team members to back up your accounts as needed
  • When needed filing transporter copies of BOLs, manifests, Medical Waste Tracking documents, or other methods of documentation in binders
  • Maintains liaison with sales for issues on orders
  • Generating reports if needed to support Operations
Requirements
  • Knowledge of the hazardous waste industry a plus
  • Ability to work efficiently and effectively
  • Maintain a clean and organized workspace
  • Experience with Microsoft Office Products (i.e. Word, Excel, PowerPoint, Outlook)
  • Ability to operate office equipment sufficient to perform job
  • Ability to work independently or as a team member
Education/Experience
  • High school education or equivalent
  • Experience in the hazardous materials/waste industry preferred
Other Information
  • ACTenviro is an Equal Opportunity Employer, including disability/vets
  • This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all duties of someone in this position would perform. All employees of ACTenviro are expected to perform tasks assigned by ACTenviro management/supervisory personnel regardless of job title or routine job duties