Operation Specialist

Job Description

Job Description

INTRODUCTION

A & Associates is a reputable staffing agency with a proven track record in screening and recruiting as well as job placement and career development. With more than ten (10) offices throughout the United States, A & Associates is a company that can be trusted to provide a diverse level of services with excellence, diligence and integrity. “Quality In Everything We Do” is far more than our mantra, it is our standard!!

Explore a career with A & Associates, one of the leading providers for temporary, temp-to-hire, permanent placement services and security guard services.

Job Summary

The Senior Operations Specialist provides advanced clerical and administrative support to departmental managers and assists with the coordination of daily operations. This position handles operational, administrative, billing, inventory, routing, transfer station, and employee-support responsibilities.

Essential Duties and Responsibilities

• Assist managers with daily operational and administrative activities.
• Troubleshoot and resolve safety, service, and operational issues.
• Maintain and distribute department information and reports.
• Communicate with supervisors, managers, customers, drivers, helpers, dispatchers, and routers.
• Maintain office supplies, safety equipment, cleaning supplies, container parts, and other inventories.
• Serve as the department's Kronos proxy , making daily updates for drivers and helpers.
• Use Microsoft Office and other software systems to manage daily operational tasks.
• Assist with procurement, time and attendance, safety incidents, contract labor, payments, and financial activities.
• Support operational projects and communicate scheduling or work assignments to employees.
• Assist with customer service issues and service-related concerns.

Daily Operations Duties

Schedule: Approximately 9:30 AM until closing, around 7:30 PM

• Check cases and open tickets daily.
• Close tickets from the previous day that were not completed.
• Set the driver lineup in RC for the next business day.
• Manage and order district office inventory, including:
• • Safety supplies
  • Gloves and vests
  • Building and cleaning supplies
  • Container parts
  • Wash-bay supplies
• Order parts for the shop and trucks as needed.
• Enter Fuelman and diesel vehicle fuel tickets into Compass.
• Create purchase orders (POs) in Coupa.
• Use the P-card Payment Request Form for vendors not connected to Coupa.
• Reconcile invoices in Coupa and Compass for operations and shop parts.
• Monitor compactor repairs and validate related invoices.
• Monitor third-party container rentals and validate invoices.
• Maintain scrap-metal and container-retirement spreadsheets according to corporate procedures.
• Forward incoming checks to Corporate Accounting or the appropriate lockbox.
• Coordinate with dispatchers and routers to ensure customers are serviced when routes fall behind or drivers cannot complete routes.
• Assist with efficiently routing roll-off hauls for the following business day.
• Check in roll-off and commercial drivers at the end of the day.
• Verify that Opus confirmations are accurate and make corrections when necessary.
• Close roll-off tickets for billing and verify them against edit lists.
• Make copies of tickets for customers who require documentation with monthly invoices, such as UOP Plant and Havertys.
• Close MAS tickets as time permits.
• Manage Outokumpu Plant weekend-driver hours and maintain the monthly billing log.

Transfer Station Duties

• Run and file previous-day Transfer Station reports.
• Manually create and communicate Transfer Station scale tickets when trucks experience issues or the scale/Faslane system goes offline.
• Set up Transfer Station customer truck cards as needed.
• Validate and update tare weights for trucks entering the Transfer Station.
• Coordinate Transfer Station scale repairs with the automated-system provider, Fairbanks.
• Schedule quarterly Transfer Station scale certifications with Fairbanks.
• Coordinate recycling load tickets through the Transfer Station.
• Manage and file random-load and hazardous-waste material screenings on a daily, weekly, and monthly basis.

Monthly Responsibilities

• Complete Transfer Station end-of-month (EOM) reports.
• Complete EOM fuel reports.
• Process/bill MAS tickets.
• Reconcile all Coupa invoices and purchase orders.
• Reconcile and submit the Outokumpu Plant monthly weekend and after-hours log to Billing.

Yearly Responsibilities

• Coordinate business-license renewals according to company procedures and required PLF documentation.

Required Qualifications

• High School Diploma or GED from an accredited institution.
• At least 2 years of relevant work experience in addition to the education requirement.
• Must be at least 18 years old .
• Must be legally authorized to work in the country where the position is located.

Knowledge, Skills and Abilities

• Microsoft Office: High proficiency required.
• Multitasking: Ability to successfully manage multiple projects and priorities simultaneously.
• Communication: Strong written and verbal communication skills.
• Strong organizational and administrative skills.
• Ability to work independently while coordinating with multiple departments.
• Ability to accurately manage records, invoices, tickets, reports, and operational documentation.
• Ability to communicate effectively with employees, managers, customers, vendors, dispatchers, and other operational personnel.

Position Snapshot

Position: Senior Operations Specialist – Collections
Type: Temp-to-Hire
Schedule: Approximately 9:30 AM–7:30 PM, closing

A & Associates, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.