Administrative Assistant

What good is a job without great benefits to reward your hard work? Here are some highlights of what Synagro has to offer: 15 days paid time off 10 Holidays Medical/Dental/Vision (within 30 days of hire) Health Saving Account (HSA) with company match Flexible Spending Account (FSA) 401(k) with company match (fully vested upon hire) Career growth and promotional opportunities Tuition Reimbursement JOB SUMMARY Provide secretarial and administrative support for rail yard operations. Supports daily rail yard operations by performing clerical, dispatch, and documentation duties essential for the accurate and timely processing of rail shipments. This position ensures all paperwork, waybills and shipment documentation are properly completed, tracked, and distributed to the appropriate internal and external parties. ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES Receive incoming telephone calls and greet on-site visitors in a professional manner. Assist the caller by answering questions or directing calls to the appropriate person. Perform daily clerical and administrative tasks to support rail operations, including data entry, filing, and document preparation. Schedule and organize meetings, conference calls, business travel, and facility activities. Sort and distribute incoming mail/faxes and manage outgoing letters/packages within appropriate systems. Enter business expenses into appropriate system for approval/processing. Waybill rail shipments accurately in accordance with carrier and company requirements. Track shipment paperwork from origin to destination, ensuring all documentation is received, verified, and filed appropriately. Maintain digital and physical filing systems for all rail shipment documentation, ensuring records are organized and easily retrievable. Prepare and send completed shipment packets and related paperwork to customers, accounting, and other relevant stakeholders. Communicate effectively with railroads, customers, and internal departments regarding shipment status, discrepancies, and documentation needs. Assist with data entry for transportation manifests, daily reports, and operational metrics. Handle confidential and non-routine information and explain policies when necessary. Expected to always exhibit and demonstrate safe behaviors and perform job in a safe manner. This is a summary of principal responsibilities and is not intended to include all duties which may be assigned STATUS AND SCOPE: This position has no direct reports. Excellent attention to detail, organizational and communication skills and ability to effectively communicate verbally and in writing required. Ability to establish and maintain harmonious working relationships with employees and the public. Ability to handle sensitive and confidential information and situations and know how to appropriately use discretion. Ability to work in a fast-paced environment, process work rapidly, set priorities, work under pressure, and follow through with assigned tasks with limited supervision. Ability to handle multiple tasks and deadlines effectively. Excellent verbal and written communication abilities to interact with various people. Type accurately at a speed of at least 45 words per minute. COMPETENCIES: Organizing: Uses resources effectively and efficiently. Peer Relationships: Is seen as a team player and is cooperative. Flexibility: Is very flexible and adaptable, can act differently depending upon the situation. Time Management: Values time uses his/her time effectively and efficiently. Ethics and Values: Adheres to an appropriate and effective set of core values and beliefs during both good and bad times. Integrity and Trust: Admits mistakes and is seen as a direct, truthful Talking, Hearing, Seeing, Standing, Sitting, Walking and Fingering QUALFICATIONS: Minimum High School Diploma or equivalent (GED) required. Minimu-5 years’ Administrative Assistant experience preferred. Proficient knowledge and working experience using MS Suite and personal computer equipment. Thorough knowledge of business English, spelling, and math.