Office Administrator

Gfl - Lakeland, FL

Full-time

Lakeland, FL

Specialty Trade Contractors

About the position

The Office Administrator position at GFL is a pivotal role responsible for managing the overall front office activities. This includes overseeing the reception area, handling mail, managing large purchasing requests, and ensuring the smooth operation of facilities. The Office Administrator will direct and coordinate office services and related activities, focusing on developing and supervising programs that maximize the utilization of services and equipment. Additionally, this role involves arranging internal office moves and providing logistical support for office meetings, ensuring that all operations run efficiently and effectively. In this role, the Office Administrator will also serve as a backup for Dispatchers and Customer Service Representatives as needed, particularly during staff PTO. The position requires a proactive approach to assist the branch in meeting its goals and fulfilling the requests and requirements of both the Division and Home Office. The Office Administrator will be responsible for creating and maintaining monthly reports related to solid waste and service verification, processing municipal PI's, and managing billing spreadsheets. Accuracy in billing is crucial, as the administrator will ensure that all billing, including roll-off work orders, is processed correctly in the ERP system. The Office Administrator will prepare all month-end reports, including landfill accruals and commodity reports, ensuring they are completed accurately and on time. Inventory management of office supplies is also a key responsibility, along with assisting supervisors and managers with payroll processing for all branch personnel. This role includes training new staff on branch procedures, customer service protocols, and computer systems, as well as conducting new hire orientations and ensuring the completion of new hire packets sent to the Home Office. Furthermore, the Office Administrator will maintain and schedule public relations and customer service events for the branch, back up incoming calls, and direct messages to the appropriate personnel. Compliance with applicable laws, regulations, and company policies is essential, and the Office Administrator may be required to perform other reasonable duties as requested by management.

Responsibilities

• Back Up Dispatcher/Customer Service Representatives as required, covering staff's PTO
• Assist and ensure accuracy and completion of Polk County's Service Verification Reporting
• Support and assist the branch in meeting goals, requests and requirements of the Division and Home Office
• Create and maintain monthly solid waste and service verification reports
• Process muni PI's, tracks PI's and keeps up monthly muni billing spreadsheet
• Process manual municipal and commercial billing
• Process credits and sales adjustments up to the established limit
• Ensure accuracy of all billing including roll-off work orders and process manual billing accounts into the ERP system
• Prepare all month end reports including; landfill accrual, commodity, etc and ensure reports are completed accurately and timely
• Order and maintain the inventory relating to all office supplies
• Assist supervisors/managers with processing payroll for all Branch personnel
• Responsible for completing employee data sheets to update employee status, scan payroll reports (active, termed, leave, etc.) in HRIS system
• Train new staff on branch procedures, customer service, computer systems, etc
• Conduct new hire orientation, prepare and verify completion of new hire packets and ensure packets are sent to Home Office
• Maintain and schedule public relations and customer service events for the branch
• Back-up on incoming calls and direct messages to appropriate personnel
• Conform in all respects with applicable laws, regulations, ordinances and other orders and to all company policies, procedures and directives from supervisors
• Perform other reasonable duties and responsibilities as required or requested by management

Requirements

• High school diploma; BS/BA in office administration or relevant experience
• 2-4 years of related experience and/or training
• 1-2 years of supervisory experience and customer service experience
• Equivalent combination of education and experience