Position Summary

Atlantic Maintenance and Trucking Services, Inc. is seeking a highly organized, detail-oriented, and dependable Administrative Assistant to support the companys daily waste management, trucking, transportation, dispatch, billing, and office operations.

Under the direct supervision of the President and Office Manager, the Administrative Assistant will serve as a central point of coordination between customers, office personnel, drivers, fleet operations, and management. The successful candidate must be able to manage multiple priorities, maintain accurate records, monitor daily schedules, and ensure that customer requests and operational assignments are properly documented, communicated, tracked, and completed.

This position requires strong attention to detail, sound judgment, excellent follow-through, and the ability to perform effectively in a fast-paced environment.

Essential Duties and Responsibilities

Receive customer service requests and accurately document all relevant details.

Schedule trucking, transportation, waste collection, and related service requests.

Assist with coordinating daily dispatch operations among customers, office personnel, drivers, and fleet staff.

Monitor job assignments and track the progress and completion of scheduled services.

Receive, review, process, and organize daily trucking and transportation tickets.

Audit job tickets and dispatch schedules to verify completion, billing accuracy, and the timely rescheduling of incomplete or partially completed assignments.

Communicate schedule changes, service instructions, and operational updates to drivers and appropriate personnel.

Conduct same-day customer follow-up regarding outstanding payments.

Receive and process customer payments.

Record payments on the appropriate service tickets and enter transactions accurately into the companys accounting software.

Maintain customer account records and supporting billing documentation.

Maintain and update the Dumpster-Track database to accurately document bin locations, availability, movement, and status.

Generate and review daily Dumpster-Track reports.

Maintain an organized filing system for customer records, tickets, payments, vendors, and operational documents.

Perform routine reconciliation of tickets, dispatch records, billing information, and filed documentation.

Answer incoming telephone calls professionally and accurately document and relay messages.

Respond to customer inquiries by telephone and email in a timely and professional manner.

Assist with identifying, documenting, and resolving customer service and operational issues.

Receive, organize, and distribute incoming mail and other business documents.

Provide general administrative support to the President, Office Manager, and operational staff.

Perform other related duties as assigned.

Required Qualifications

Minimum of two years of administrative, office operations, dispatch, customer service, billing, bookkeeping, or related experience.

Prior experience in a trucking, transportation, waste management, construction, logistics, or service-based business is strongly preferred.

Demonstrated ability to coordinate operations between office personnel, customers, drivers, schedules, and field staff.

Strong attention to detail and a proven ability to maintain accurate records.

Excellent organizational, filing, and document-management skills.

Experience processing service tickets, invoices, customer payments, or billing records.

Proficiency in QuickBooks Pro, Microsoft Excel, Microsoft Word, Outlook, and the Microsoft Office Suite.

Strong verbal and written communication skills.

Ability to manage multiple assignments and changing priorities without losing accuracy.

Ability to follow established procedures and meet deadlines.

Ability towork independently with limited supervision.

Sound judgment, professionalism, discretion, and problem-solving skills.

Ability to communicate tactfully and professionally with customers, employees, drivers, vendors, and management.

Dependable attendance and punctuality.

Positive attitude, pleasant disposition, and willingness to work as part of a team.

Preferred Skills and Experience

Dispatch scheduling or fleet coordination experience.

QuickBooks billing and payment-entry experience.

Customer account reconciliation experience.

Experience maintaining electronic and physical filing systems.

Familiarity with trucking tickets, delivery tickets, work orders, or service records.

Experience coordinating multiple drivers, vehicles, routes, or daily service assignments.

Experience handling customer payment collections and account follow-up.

Ideal Candidate

The ideal candidate is highly attentive, organized, proactive, and able to maintain control of several moving parts at once. The individual must understand that accurate scheduling, documentation, communication, ticket processing, and billing are critical to the companys daily operations and customer service.

Atlantic Maintenance and Trucking Inc

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