Administrative Operations Coordinator

Administrative Operations Coordinator

The Administrative Operations Coordinator serves as the operational backbone of the recycling facility, managing all scalehouse data collection and entry, customer and vendor communications, visitor compliance, training coordination, and load management documentation. This role requires a highly organized individual who can balance data accuracy with responsive communication across internal teams and external stakeholders.

Core Responsibilities

Scalehouse & Data Management

• Operate and manage the scalehouse system, recording inbound and outbound weights accurately for all loads.
• Enter, verify, and maintain facility data in the operations management system, ensuring records are complete and up to date.
• Reconcile daily scalehouse reports and flag discrepancies for supervisor review.
• Generate and distribute routine operational reports (daily, weekly, monthly) as required.
• Maintain digital and physical records in compliance with facility and regulatory standards.

Customer & Vendor Communications

• Serve as the primary point of contact for customers and vendors arriving at or contacting the facility.
• Communicate load acceptance and rejection decisions clearly and professionally, including documentation of unaccepted loads and required follow-up.
• Provide customers with information on accepted materials, facility procedures, hours of operation, and pricing.
• Respond promptly to inbound inquiries via phone, email, and in-person interactions.

Load Coordination

• Document and track incoming and outgoing loads, including material type, weight, origination, and disposition.
• Coordinate with operations staff on scheduling and logistics for outgoing loads.
• Communicate rejections for unacceptable materials, providing customers with reason codes and alternative options where applicable.
• Maintain accurate load manifests and chain-of-custody documentation as required.

Visitor Management & Compliance

• Administer visitor check-in procedures, including the collection of visitor acknowledgement forms and applicable waivers.
• Ensure all visitors comply with site safety requirements prior to entry.
• Maintain the visitor log and related documentation in alignment with facility safety and audit requirements.

Training Coordination

• Schedule, coordinate, and track completion of required facility trainings for staff and visitors.
• Maintain training records, certification expirations, and compliance documentation.
• Communicate training requirements and deadlines to relevant personnel and follow up on outstanding completions.
• Support onboarding logistics for new hires, including coordination of orientation activities.

General Administrative Support

• Maintain office supplies, equipment, and administrative systems in good working order.
• Support the Operations Manager and leadership team with scheduling, correspondence, and reporting as needed.
• Identify and recommend process improvements to increase administrative efficiency.

Qualifications

Required

• High school diploma or GED required; Associate's degree or higher in Business Administration, Operations, or a related field preferred.
• 2+ years of administrative, operations support, or data entry experience; experience in a waste management, recycling, logistics, or industrial environment strongly preferred.
• Demonstrated proficiency in data entry with a high degree of accuracy.
• Experience operating or learning scalehouse or weighing software systems.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace.
• Strong written and verbal communication skills with a professional, customer-facing demeanor.
• Ability to manage multiple priorities in a fast-paced facility environment.

Preferred

• Familiarity with recycling commodities, material classifications, or facility operations.
• Experience with load management, dispatch coordination, or manifest documentation.
• Bilingual (English/Spanish) a plus.

Work Environment & Physical Requirements

• This role is primarily office/scalehouse-based within an active recycling facility.
• Exposure to outdoor elements, facility noise, and heavy equipment traffic is expected.
• Must be able to sit for extended periods and occasionally stand, walk, or navigate the facility floor.
• May be required to wear PPE (personal protective equipment) when on the facility floor.
• Standard facility hours apply; occasional schedule flexibility may be required based on operational needs.

Panzarella Waste and Recycling Services