Administrative Assistant - Infrastructure

Administrative Assistants fulfill a variety of responsibilities and administrative office support functions. This position supports the Infrastructure and Engineering teams. This position requires attention to detail and the ability to multi-task throughout the day. It requires consistent interaction various management team members, ensuring accuracy in all clerical functions and communication.

 

Responsibilities of Position:

• Maintain properties by investigating and resolving tenant complaints.
• Coordinate vacant property repairs.
• Assist with the preparation of inspection letters, delivery notices, etc., for tenants.
• Update and maintain property condition reports with respect to roofs, HVAC units, parking lot, etc.
• Coordinate move-in for new tenants and move-out inspections for tenants vacating their space.
• Coordinating utility bills (water/electric/trash).
• Create purchase orders, maintenance order and process invoices in SAP for Maintenance and Engineering Department.
• Process Visa credit cards for Maintenance crew in Concur.
• Set up new vendors for all work groups.
• Maintain incoming and outgoing correspondence, inspections and permits in Compliance Tracker.
• Format outgoing correspondence for submittals to regulatory agencies.
• Assist with annual reports for regulatory agencies and internal compliance stats/reports.
• Enter analytical data for reporting to regulatory agencies.
• Permit applications (OEPA STREAMS and other regulatory portals i.e. MSD).
• Assist with apparel orders.
• Assist with onboarding department employees.
• Keeping track of staff when not in the office and fielding phone calls from their contacts.
• Other duties as assigned.

 

Skills & Abilities Needed for Position:

• Licensed notary, preferred.
• Data Entry and Database Management.
• Excellent communication, business correspondence and email management skills.
• Excellent verbal & written communication skills. English/Spanish bilingual preferred. 
• Computer proficiency in Windows and Microsoft Office applications: Excel, Word, PowerPoint, Outlook, etc. 
• Ability to be adaptable and flexible.
• High level of organization and attention to detail.
• Proven analytical/problem-solving skills for the customer and the company. 
• Financial skills, such as budgeting, accounting, and analysis.
• Sound judgement and decision-making skills.
• Great customer service and team management skills.
• Excellent ability to work independently with minimal supervision.

 

Additional Working Conditions/Aspects:

• Exposure to residential and commercial waste.
• Ability to travel between office, as required.
• Legally eligible to work in the United States.
• Valid driver’s license (if applicable).
• Must successfully complete pre-employment testing.
• Must be able to read and speak the English language.

 

This job description is intended to describe the general nature, complexity, and level of work to be performed by employees assigned to this position and is not to be construed as an exhaustive list of responsibilities, duties and/or skills required. It does not prescribe or restrict the work that may be assigned. Furthermore, this does not establish a contract for employment and is subject to change at the discretion of the company.

Rumpke Waste and Recycling is committed to equality in all aspects of employment. It is Rumpke’s policy to provide equal opportunities to all employees and potential employees without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status or disability status.