Find & Apply For Network / Systems Administrator Jobs in West Chester, Pennsylvania

ROLE SUMMARY

Eldredge In is seeking a professional administrative support professional to be part of the technical services team to support the technical services, field services, transportation, sales teams while providing excellent customer service. Support proposal and report generation as well as other documentation for business development and sales efforts. Provide support and assistance to operational teams to ensure all documentation required for accurate and timely invoicing is compiled. Ensure requests adhere to the workflow plan and are coordinated with operations and customers. Ensure compliance of all Responsible Care® Management System, codes and initiatives. Eldredge, Inc. is a transportation and waste management company in West Chester, PA specializing in industrial and commercial clients in the mid-Atlantic region and nationwide. Some of our services include, but are not limited to: waste management, transportation, disposal, remediation and treatment processes, environmental consulting, field services, reporting, and compliance.

JOB RESPONISIBILITIES

Customer Service Carry out functions to assist the Field Services, Transportation & Sales/Operations departments. Prepare, draft, and format simple quotes for sales personnel. Work with the Field Service Project Managers by assisting with Field Service projects paperwork & bids from start to finish. Work with accounting and billing teams to research and resolve invoicing problems for clients. Fulfill information requests for clients. Assist in the preparation of presentations and materials primarily for internal use but also for external (customer/client) review. Collaborate on obtaining vendor pricing from various subcontractors in conjunction with Technical Services. Communicating with Customers/Vendors/Contacts in a timely and professional manner. Assist with Client Requests, Communicate Issues to Projects Managers/Account Managers and Operations. Processing incoming orders from Field Service Project, Account Managers and Technical Service Manager(s)directly, via phone or electronically. Create account codes, log in job proposals and proposal #'s into proposal log spreadsheet. Create electronic files for awarded jobs in the proposal log folder, including signed proposal with costs, bill-to-date information, and other related documentation for billing. Coordinate scheduling work with operations and the customer as needed. Ensure waste is approved before scheduling shipments, working with Technical Services to proactively ensure all Field Service project waste is profiled/approved in time for service completion. Ensure customers have established payment terms and all contract agreements such as COI's, MSAs, Safety Training, etc. have been completed by both parties prior to service and scheduling. Support and assist with the collection of CRM data for all clients, sales and vendor interaction, and work with the sales and operations teams to identify problems and solutions so that sales and management have a complete picture of the client's interaction with the company. Project Management / Billing / Internal Invoice Review Process Gather and review all necessary documentation from completed jobs, including field job reports, waste reports, manifests, weight tickets, disposal receipts, and vendor invoices. Ensure all costs align with the agreed-upon quote and executed work scope. Cross-check vendor invoices against quoted rates, purchase orders, and work completion documentation. Identify discrepancies and escalate for resolution as needed. Input, verify, and reconcile billing data points such as service quantities, units, disposal methods, and transport logistics by waste stream including drummed/containerized waste, tanker, or any other stream to ensure compliance with customer agreements and regulatory requirements. Flag any variances for management review. Assess job circumstances for any applicable surcharges, specialty fees, or rate adjustments due to unforeseen project conditions, additional work performed, or disposal/treatment variations. Ensure these are properly documented and communicated. Enter and manage billing information in internal and external platforms, ensuring all data is accurately reflected across accounting and customer portals. Generate and validate invoice templates for project work, routine services, and miscellaneous jobs. In addition, review the final invoice submission packets for accuracy based on quote and actual work performance to ensure the billing sent to the client is accurate. Work closely with Transportation, Sales, Field Services, and Technical Services teams to address billing-related inquiries, resolve disputes, and confirm customer expectations are met before finalizing invoices. Maintain a record of billing activities, supporting documentation, and adjustments made by consistently tracking, flagging, and adjusting data as necessary within all systems and through team correspondence. Assist in internal audits and process improvements to enhance billing accuracy and efficiency. Technical Services Provide basic support as needed for customer/waste data entry into shipping database. Assist with the accepting of waste streams for processing of material through external and internal sources. Complete waste profiles, Form U's, and related documentation to send to customers for signatures. Submit signed profiles and related documentation for approval at facilities. Ensure timely processing of necessary approvals and paperwork to schedule the work to be done as soon as possible. Maintain a forward proactive, cooperative relationship with the sales team that consists of the National & Technical Account Managers, Sales Manager, Chief Operations Officer, Director of Business Development, and Technical Services Manager. Complete basic data entry into waste software systems as needed. Assist with maintaining and organizing digital and hard copy files. Assist in maintaining current regulations and help review regulation updates. Transportation Data entry into waste shipping & oil plant software systems Monitor Dispatch Email, forwarding and/or replying as appropriate, communicating with internal personnel Coordinate Transportation schedules and update metrics in Excel. Assist with supporting documentation from the jobs and entry of the necessary information into the payroll system. Management of Transportation technology devices and associated accounts for Eldredge Drivers Transportation team members Miscellaneous Special Projects as assigned Complete additional administrative functions as needed

QUALIFICATIONS/REQUIREMENTS

Must have bachelor's degree and/or equivalent work/technical experience. Excellent communication and analytical skills. Detail Oriented. Must be able to remain focused and productive in high-pressure situations, managing multiple tasks efficiently. The ability to stay calm, prioritize tasks, and meet deadlines is essential. Must be proficient in basic computer operations, including navigating operating systems, using office software, and managing files. Develop and foster relationships with facilities and customers. Good listening skills and retention/memory. Ability to accurately enter and manipulate data, maintain a reasonable error rate as determined by departmental standards. Initiative to follow-up on pending issues. Effective oral, written and telephone skills. Knowledge of federal, state and local waste/environmental regulations is highly recommended. Must be able to work & travel to site locations in the field as needed. Work within the scope of job requirements Standard office hours apply with occasional extra hours Work is usually performed in the office Travel required for facility visits, trade shows, and other events as needed.

Job Type:

Full-time Pay:

$20.00 - $27.00 per hour Expected hours: 45.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Flexible schedule Flexible spending account Health insurance Life insurance Paid time off Professional development assistance Referral program Vision insurance

Work Location:

In person