Job Description

SUMMARY OF POSITION:

The Division Administrator provides strategic leadership and oversight of all administrative, financial, and office operations for the division. This position ensures operational excellence through financial stewardship, regulatory compliance, process improvement, and leadership of the administrative team. The Division Administrator serves as a key member of the division leadership team, partnering with Operations, Sales, Fleet, Human Resources, and Corporate Finance to drive business performance, maximize profitability, and ensure exceptional customer service. This role is responsible for developing administrative staff, establishing standardized processes, maintaining strong internal controls, and providing financial insight to support sound business decisions.

ESSENTIAL JOB FUNCTIONS:

• Manage all administrative functions in the Office.
• Work with the billing clerk to ensure the accurate billing of all customers in the market area.
• Prepare and input monthly billing journal entries
• Manage the credit processing procedures.
• Oversee the customer service department. Manage scheduling, training and observations of the Customer Service Representatives.
• Oversee the coding and processing of all payables and submit for approval.
• Work with the Collections department to ensure timely collection of all customer accounts to ensure timely and adequate cash flows.
• Complete weekly accounts receivable reports and review with management to develop action plans for improvement in DSO results.
• Ensure segregation of duties in the office.
• Manage timely and accurate deposits for local payments
• Maintain professionalism when communicating with all customers and employees
• Prepare accurate monthly revenue projections for management team review.
• Ensure disposal invoices are reconciled to the Tower billing/dispatch system.
• Ensure monthly and quarterly franchise reports are completed and filed.
• Assist in gathering, verifying and inputting all financial and statistical data into the system for productivity reporting.
• Assist in the restructure of Tower reports as needed for financial and operational analysis. Generate reports for new/lost business, changes in service, etc.
• Assist Sales in the maintenance of Sales Contracts, including tracking expiration dates..
• Support or perform Payroll and H/R functions in a timely manner to ensure accuracy.

OTHER JOB RESPONSIBILITIES:

• Employees in this job classification must attend and participate in corporation sponsored training courses as assigned.
• Employees in this job classification are responsible for keeping up to date on current technology, as job appropriate, being used by Waste Pro USA.
• Any additional job duties that may be assigned by the Supervisor.

WORK ENVIRONMENT: Normal setting for this job is: office setting.

Qualifications

QUALIFICATIONS

• Bachelor's Degree in Business Administration, Accounting, Finance, or related field preferred.
• Minimum of 7 years of progressive administrative or financial management experience.
• Minimum of 3 years of leadership experience managing administrative teams.
• Strong understanding of accounting principles, budgeting, payroll, billing, accounts receivable, and financial reporting.
• Experience in transportation, logistics, waste, or service industries preferred.
• Advanced Microsoft Excel and financial reporting skills.
• Excellent leadership, analytical, critical-thinking, and problem-solving abilities.
• Ability to manage multiple priorities in a fast-paced operational environment.
• Excellent communication skills, including writing, public speaking and interpersonal communication
• Strong time management and organizational skills.

Special Considerations/Physical Work Requirements:Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

• Required to use motor coordination with finger dexterity (such as keyboarding, machine operation, driving, etc.)- most of the work day;
• Required to exert physical effort in tasks that involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight handling objects less than 25 pounds- rarely;