Operations Administrative Assistant

Circular Services is a leading developer and operator of circular economy infrastructure and services and the largest private recycling company in the U.S. with operations across the country. We help businesses and municipalities reduce and divert waste, lowering disposal costs and fueling local supply chains by ensuring materials are recovered, recycled, and reused. About the Role This position is an administrative position that supports purchasing, maintenance and safety functions. It is responsible for supporting maintenance, operations, and safety teams by managing purchasing activities, maintaining inventory records, coordinating maintenance administrative processes, and assisting with site safety and compliance programs. This role serves as a key administrative resource to ensure operational efficiency, equipment reliability, and adherence to safety and regulatory requirements across assigned facilities. Comprehensive Medical, Dental, and Vision coverage Company-paid Life Insurance Flexible Spending Account (FSA) 401k with company match Paid Time Off (PTO) Employee Assistance Program (EAP) Tuition Reimbursement Program Responsibilities Maintenance & Purchasing Administration Create and submit purchase orders based on requests from Maintenance and Operations, ensuring all required quotes and documentation are included. Manage spare parts inventory, including tracking stock levels, organizing inventory, and maintaining accurate records. Assist maintenance personnel with sorting, organizing, and identifying parts and materials. Input and verify work orders to ensure completion. Track purchase orders from creation through delivery and ensure timely receipt in the accounting system. Receive goods and services in the system and verify accuracy against purchase orders. Investigate and resolve discrepancies between ordered and received items, including pricing, quantities, or service issues. Coordinate with the Purchasing team on returns, corrections, or service related errors to prevent incorrect payments. Support purchasing activities for multiple locations. Work with operations to source materials and ensure competitive pricing within company systems and guidelines. Safety Support Assist with the administration and tracking of employee safety training programs, including Lockout/Tagout (LOTO), forklift operation, fall protection, and other required safety training. Enter and maintain Hazard Identification (HazID) reports and corrective action tracking within the company safety management system. Participate in incident investigations and documentation within KPA and assist with corrective action follow-up. Support regulatory inspections, audits, and compliance reviews by gathering documentation and maintaining required records. Monitor and maintain safety compliance documentation within KPA and other company systems. Assist with implementation and communication of company safety initiatives and programs. Minimum Job Qualifications High school diploma or equivalent required; Associate degree in Business Administration, Supply Chain Management, Accounting, or a related field preferred. Minimum of 1–3 years of experience in purchasing, safety, inventory control, accounting support, or a related administrative role. Familiar with computerized maintenance management systems (CMMS) and safety management software such as KPA preferred. Experience using ERP, purchasing, or accounting software systems preferred. Working knowledge of OSHA regulations, safety training requirements, and compliance documentation preferred. Proficient in Microsoft Office Suite, particularly Excel, Outlook, and Word. Strong attention to detail with the ability to accurately process transactions and identify discrepancies. Excellent organizational and time management skills with the ability to manage multiple priorities across several locations. Ability to maintain accurate records and documentation while meeting deadlines in a fast-paced environment. Demonstrated commitment to customer service and supporting operational needs. 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. #J-18808-Ljbffr Circular Services