Administrative Assistant

Job Description

Job Description

Description:

Provides administrative and clerical support to VIM KC location to ensure smooth daily operations. This role is responsible for maintaining accurate records, assisting with scheduling and facility activities, and performing general office duties. The ideal candidate is detail-oriented, organized, and eager to learn the basics of recycling while supporting the team in an administrative capacity.

Job Duties & Responsibilities:

• Monitor and manage incoming email communications, prioritizing urgent operational and customer service needs
• Identify customer exceptions and ensure accurate, timely updates in TMW
• Oversee and manage the full dispatch board for the satellite KC location
• Communicate proactively with customers and internal teams to resolve service issues and minimize repeat exceptions
• Maintain accurate operational data, records and documentation to support reporting, billing, compliance and business decision-making
• Collaborate with operations, dispatch, and sales leadership to support overall service and cost objectives
• Support local KC Sales team by researching and analyzing national customer accounts to identify opportunities with the KC operational footprint and coordinate sales follow-up efforts.
• Maintain accurate and up-to-date records, logs, and documentation.
• Serve as the primary point of contact for internal staff inquiries, oversee shared-inbox communications and ensure timely, accurate responses.
• Organize and manage digital and physical files, to ensuring accessibility, accuracy and compliance.
• Prepare and maintain spreadsheets, reports, correspondence, meeting notes and other administrative documentation.
• Perform general office and administrative support duties, including answering phones, copying, scanning, filing and data entry.
• Collaborate cross-functionally with the both the KC & IL VIM operations team, safety, vendors, dispatch, sales and other internal departments to ensure efficient workflow and operational objectives.
• Perform additional duties and special projects as assigned to support the effective and efficient operation of the KC operation.
• Assist in achieving overall service, operations, and cost-efficiency goals through effective coordination and administrative support.

• High School diploma or GED.
• On-site is required due to the collaboration required with staff.
• 3+ years of experience in clerical work, to include experience in dispatch, manufacturing/production settings and operating from a satellite or remote facility
• Proficiency in Microsoft Office software (Word, Excel, and Outlook) and other data management software is essential.
• Demonstrated strong communication skills in various settings, bilingual Spanish preferred but not required.
• Possesses problem-solving skills and keen attention to detail.
• Ability to work independently and as part of a team.
• Willingness to learn basic terminology and processes.
• Exhibits excellent organizational and time management abilities.
• Must thrive in a self-directed, focused, and fast-paced environment.

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