Administrative Assistant (Part Time)

Job Description

Job Description

About Circular Services:
Circular Services is the largest privately held recycling and organics service provider in the U.S. It operates over 30 facilities serving major long-term municipal and commercial contracts. The mission of Circular Services is to keep valuable materials in circulation and minimize the cost and environmental impact of landfills. The company services municipal contracts with some of the largest and fastest growing cities in the U.S. including New York City, Austin, San Antonio, and Phoenix. 

About the Role: 

The Administrative Assistant provides comprehensive administrative and operational support to ensure the efficient day-to-day functioning of the organization. This role serves as a key point of contact for employees, customers, vendors, and visitors while supporting multiple departments through coordination, communication, record management, customer service, and office administration.

Benefits:

• Comprehensive Medical, Dental, and Vision coverage
• Company-paid Life Insurance
• Flexible Spending Account (FSA)
• 401k with company match
• Paid Parental Leave
• Paid Time Off (PTO)
• Employee Assistance Program (EAP)
• Tuition Reimbursement Program

Responsibilities: 

Administrative & Office Support

• Greet and assist visitors, guests, and vendors in a professional manner.
• Answer and direct incoming phone calls and manage general voicemail boxes.
• Maintain office organization, filing systems, and document retention processes.
• Create, organize, and maintain physical and electronic records, including banker boxes and archived files.
• Coordinate file destruction and maintain file inventory spreadsheets.
• Perform data entry and administrative support for multiple departments.
• Take meeting notes and distribute meeting minutes as needed.
• Assist with customer inquiries and provide customer service.

Office Operations & Supplies Management

• Manage inventory and ordering of:
  • Safety supplies
  • Company Branded Clothing 
  • Office supplies
  • Cleaning supplies
  • Party and event supplies
• Create and maintain approved vendor lists for food, maintenance, and office services.
• Coordinate shipping and mailing activities, including FedEx shipments and outgoing mail.
• Water office plants and assist with maintaining clean and organized office spaces.
• Schedule maintenance and repairs for office equipment and building mechanical systems.
• Support phone system administration and maintenance.

Event & Catering Coordination

• Plan and coordinate company meals, catering, employee events, and celebrations.
• Manage event calendars and company activities.
• Coordinate food orders and purchases through approved vendors, including BJ's and other suppliers.

Customer & Sales Support

• Enter and process mulch orders accurately and efficiently.
• Conduct customer outreach and follow-up communications.
• Communicate pricing updates and distribute customer notifications.
• Assist with customer statement preparation, mailing, and electronic distribution.
• Support customer newsletter creation and distribution, including advertisements and company updates.
• Track and maintain dumpster inventory and customer records.
• COD Requests 
• COI requests and retention
• Duplicate customers in BC 
• Tax exempt forms 
• W9 for vendors 

Accounting & Documentation Support

• Scan and process invoices for Accounts Receivable and Accounts Payable teams.
• Assist with accounts receivable collections and customer follow-up.
• Prepare documentation and records for internal processing and review.
• Support administrative functions related to billing and customer account management.

Driver & Compliance Support

• Scan and submit driver and DOT documentation to third-party administrators (TPA).
• Organize, maintain, and break down driver books.
• Ensure documentation is accurately filed and maintained according to company standards.

Operations & Cross-Functional Support

• Cross-train in Scale House operations for both Southington and Harwinton locations.
• Process and manage Harwinton operational paperwork.
• Provide administrative support to operational teams as needed.
• Coordinate with IT support providers and assist employees with technology-related requests.
• Serve as a liaison between employees and external IT support vendors.
• Additional duties may be required on an as needed basis. 

Minimum Job Qualifications:

• High school diploma or equivalent required; associate degree preferred.
• 2+ years of administrative, office management, or customer service experience preferred.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to work independently and collaboratively in a fast-paced environment.
• Professional demeanor and customer-focused attitude.
• Experience with filing systems, document management, and data entry preferred.

Key Competencies

• Organization and time management
• Customer service excellence
• Communication and interpersonal skills
• Attention to detail
• Problem-solving and initiative
• Multitasking and adaptability
• Confidentiality and professionalism

Work Environment:  This position operates in an office environment with occasional interaction in operational areas. The role may require lifting office supplies, handling files and records, and occasional travel between company locations.

EEOC:  Circular Services is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: Circular Services is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Circular Services are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Circular Services will not tolerate discrimination or harassment based on any of these characteristics.