Office Manager

Company: Casella Waste Systems, Inc.
Location: Holyoke
Posted on: August 8, 2022

Job Description:

The Office Manager is responsible for providing professional-level support to the division by coordinating activities and functions and collaborating with division leaders and staff to ensure operational and compliance requirements are completed and maintained. Coordinates the customer billing and sequencing functions for the hauling division by processing customer order in accordance with division policies and procedure and by maintaining accurate pricing and documentation to ensure appropriate invoicing of customers and collections on delinquent accounts.Provides guidance, direction, and training to a variety of division staff, including the scale operator, through onboarding, day-to-day guidance, development of training materials, maintenance of policies to ensure adequate completion of work requirements. Including company information systems like Transman, CRM, iCIMS along with managing weight tickets, COD account reconcilement, and daily/weekly/monthly reporting.Manages the communication process with customers, local disposal sites, temporary sales, and walkins ensuring clear, concise information is provided addressing all questions and concerns.Maintains safety records, procedures, and employee personnel records to ensure data is organized and up to date. Engages with customers to gain a clear understanding of issues presented and manages the communication process with customers ensuring clear, concise information is provided addressing all questions or concerns.Engages with customers to gain a clear understanding of issues presented and manages the communication process with customers ensuring clear, concise information is provided addressing all questions or concerns.Responds efficiently and precisely to customer correspondence, including calls and emails, to ensure Casella customers feel supported and valued. Performs inventory management and utilization review for all office equipment, systems hardware and software, and office supplies and replenishes as needed to ensure a ready supply.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/or abide by our core values.Career Path Definitions & Distinctions:Entry Level Business Service Position: Has 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.Level II Business Service Position: Has years 2-4 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 onsite managers.Sr. Level Business Service Position: Has 4-6 years of progressively complex experience in the administrative support field. Support managers and other employees by, coordinating mailing, arranging meetings and conference calls, and directing customers to the proper departments. Produce special project reports as needed, support and update databases, run queries, develop database reports, and coordinate mailings. Demonstrates an 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 Business Services: 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 their employment. Takes on additional responsibilities and asks for additional projects, reviews daily work order reports of others, handles escalations and knows who and when will need to know of the issues, supervises the team when needed. Is extremely reliable and accurate.The successful candidate will have a High School Diploma or equivalent, 6+ years of progressive experience in administrative and office management, and a demonstrated ability to work as part of a team in a collaborative environment.Outstanding relationship management, listening, communication and problem solving skills are required. Demonstratedproficiency with MS Office and other related platforms, exceptional organizational skills, and an ability to teach and train others is expected. Although not required, an Associate's or Bachelor's degree in business management or other related field is preferred.Organized, team-oriented individual who is a self-starter that can understand and synthesize information from any number of sources for others to consume and is curious and driven toward continuous learning and process improvement.

Keywords: Casella Waste Systems, Inc., Springfield , Office Manager, Executive , Holyoke, Massachusetts