Administrative Coordinator

Administrative & Operations Coordinator The Administrative & Operations Coordinator provides support across accounting, payroll, operations, compliance, and general administration. This position is responsible for maintaining accurate records, coordinating recurring business processes, supporting employees and customers, and assisting management with reporting and operational needs. The ideal candidate is highly organized, detail-oriented, able to manage multiple priorities, and willing to take ownership of responsibilities as company needs evolve. Essential Duties & Responsibilities Assist with accounts payable and accounts receivable functions, including matching packing slips to invoices and coordinating product returns. Monitor supplier pricing and implement customer pricing adjustments as directed. Manage customer collections, including monitoring past-due accounts and conducting collection calls and email correspondence. Reconcile POS transactions, cash deposits, change orders, and related activity. Collect, track, and reconcile company credit card transactions. Monitor outstanding purchase orders and follow up as necessary. Payroll & Employee Administration Track employee hours and prepare payroll data for processing. Maintain employee records, including vacation/PTO information and hire dates. Coordinate new-hire onboarding paperwork and assist employees with required forms. Coordinate employee drug screenings. Record and maintain the employee attendance/point system in accordance with company policy. Operations & Fleet Administration Track brokered hauling activity and associated costs. Manage driver hours, rates, and payable hourly costs for brokered transportation. Separate brokered hauling costs from internal trucking costs to support accurate billing and reporting. Coordinate service appointments with vendors and service providers. Coordinate vehicle registrations and HVUT requirements. Monitor office and operational supply inventory and purchasing. Maintain monthly mechanic and machine-hour reporting. Collect data and generate reports to support Whip Around. Export, organize, and prepare customer data to support CurbWaste. Compliance, Environmental & Reporting Manage required MRF and RCI reporting and certification requirements. Review and maintain EPA entries and related documentation. Prepare and maintain LEED documentation and reports. Maintain and organize compliance, safety, and training documentation. Maintain accurate supporting records for company and regulatory reporting requirements. Bids, Projects & Administrative Support Search for applicable bid opportunities. Prepare and submit bids and RFQs. Process and maintain lien waivers, Certificates of Insurance (COIs), and project-specific documentation. Provide customer service support through phone, email, and account management. Assist management with special projects, reporting, process improvements, and other duties as assigned. Qualifications Previous experience in administrative, accounting, operations, or office coordination preferred. Strong organizational and time-management skills. Ability to manage multiple responsibilities and deadlines. Strong attention to detail and accuracy. Proficiency with spreadsheets, business software, and electronic recordkeeping. Strong written and verbal communication skills. Ability to appropriately handle confidential employee and company information. Ability to work independently, follow through on assignments, and recognize when an issue requires management attention. Key Expectations Maintain accurate and timely records and meet recurring payroll, reporting, registration, compliance, and administrative deadlines. Take ownership of assigned responsibilities, follow tasks through to completion, and proactively communicate issues or upcoming deadlines. Remain flexible and take on additional responsibilities, projects, and duties as company needs evolve. Inova