Hepaco a Clean Harbors company is seeking a
Branch Administrator located in
Birmingham, AL. This role is responsible for providing excellent customer service to internal and external customers, maintaining detailed and accurate company, branch, and customer files.
Why work for Hepaco, a Clean Harbors company?
- Health and Safety is our #1 priority, and we live it 3-6-5!
- Focus on maintaining sustainability and cleaning the Earth
- Comprehensive health benefits coverage after 30 days of full-time employment including 401K with Company match
- Opportunities for growth and development for all the stages of your career
- Company paid training and tuition reimbursement
Key Responsibilities
Responsible for managing and maintaining the accuracy, quality, and timeliness of monthly billing in accordance with customer specifications and company policies and procedures.
- Generate reports including, but not limited to Unbilled, Ready and Not Ready reports from the Win system, manifests, and worksheets; review the data and verify that correct prices populate the order before posting preview.
- Research customer requests to solve problems/issues and answers questions regarding invoices in a timely, courteous, and professional manner.
- Calculate sales tax and discounts when required
- Review instructions, profile, and waste class detail to determine if conversions need to be done to get the correct unit measure for the customer.
- Responsible for crosschecking and reconciling scanned worksheets, manifest, weight tickets, billing items and printing of invoices and the corresponding backup documents.
- Interface with sales and customer service frequently in a professional and courteous manner
- Compute daily billing totals for both invoiced and previewed orders and provides billing statistics upon request for special projects
- Crosstrain in other areas to ensure coverage in the case of illness, vacation, etc.
- Interact with other departments to resolve billing issues and assist in getting jobs set up correctly to avoid future problems
- Stay current with electronic mailing of invoices to customers; keep the workbench updated
- Complete credit/rebills in timely manner
- Complete and submit any special documents and/or reports that customers may require to accompany or replace invoices
- Enters payroll, payroll adjustments and administers our employee verifications and weekly payroll exception report process
- Accurately enters daily data entry into the system
- Ensures proper set-up and usage of vendors
- Responds to customer enquires or concerns
- Creates and manages purchase orders and change orders
- Manages the branch’s account receivables and contacts customers delinquent in payment and coordinates their payments
- Creates and manages proper shipping and billing documents, including manifests
- Other administrative tasks as needed by the branch
- Ensures Health and Safety is the number one priority by complying with all safe work practices, policies, processes and always acting in a safe manner
- Perform general operations of Field Service center and its satellite offices
- Support General Manager by reviewing branch expenses for accuracy, providing feedback, and participating in the month-end branch financial review process
- Process customer invoices and ensure branch’s billing is timely and accurate
- Process and review purchase and sales orders, and vouchers for customers
- Manage vendor setup procedures, process vendor invoices, assist with the resolution of accounts payables discrepancies
- Create sales orders for new projects, match payroll and operating expenses against sales order tasks
- Manage administrative aspects of inbound and outbound disposal
- Assist with onboarding of new employees
- Monitor employee career path and safety modules. Ensure employees are scheduled for safety courses
- Schedule annual physicals and routine medical visits
- Working with General Manager to update the daily and weekly schedule
Qualifications
- 3-5 years’ experience in a similar administrative role
- Previous Account Receivable experience is a must
- Strong computer skills, specifically with Microsoft Office programs
- Strong verbal and written communication skills
- Ability to multi-task in a fast-paced environment
Hepaco a Clean Harbors company is an equal opportunity employer. We do not discriminate against applicants due to race, ancestry, color, sexual orientation, gender identity, national origin, religion, age, physical or mental disability, veteran status, or based on any other federal, state/provincial, or local protected class.
Hepaco a Clean Harbors company is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact ect@cleanharbors.com or 1-844-922-5547.
Hepaco a Clean Harbors company is a Military & Veteran friendly company.
