Administrative Assistant - Full-time

Job Description

Title: Office Administrator

FLSA Status: Non-Exempt                         

Reports To: Adrianna Escobar

Job Code: 7C

Department: 105

Pay: $27-$31

About the Company:

GreenWaste has been an industry leader in recycling and waste diversion for 40 years and is on a growth trajectory after private equity investment in 2021. Our business was founded on principles of environmental sustainability, and innovation is a cornerstone of our ongoing operations and growth strategy. GreenWaste specializes in all aspects of material collection, processing, and sales, tailoring our service offerings to the unique needs of our customers and communities, and helping to shape the evolution of the solid waste and recycling industry. We work directly with 20+ municipalities and 50+ jurisdictions, operate highly regulated facilities in 10+ locations, and have 1,000+ employees.  We are seeking an experienced, successful, and engaged Front Desk Administrative Assistant to join our team.  This position is expected to be employed from our corporate office at 2540 North 1st Street, San Jose location and limited job-related travel may be required.  Position reports to the Executive Administration Assistant.

Position Summary:

GreenWaste is seeking to fill the position of Front Desk Administrative Assistant to provide administrative assistant support to our Corporate Office.

This role combines reception duties with administrative support to ensure smooth day-to-day operations and fosters a professional, welcoming environment for staff and visitors.

Essential Functions and Responsibilities:

 Front Desk Duties

• Greet and assist visitors, clients, and vendors with professionalism 
• Maintain a tidy and organized reception area, as well as conference rooms, coffee room, lunchroom and supply room
• Manage incoming/outgoing mail and deliveries
• Monitor office access and follow security protocols

Administrative Support

• Assist Executive Administrative Assistant when needed to schedule meetings, appointments and travel arrangements for ELT and VPs. 
• Assist with onboarding new corporate employees including seat designation, office tour, name plate, and building access
• Prepare, edit, and distribute internal and external communications, such as memos, emails, reports, and presentations.
• Assist Executive Administrative Assistant on coordinating office events, including training sessions, team-building activities and lunches
• Help coordinate corporate office safety initiatives and safety rosters
• Must be able to drive for work-related purposes when necessary.
• Performs other administrative assistant duties as assigned

Knowledge, Skills, and Abilities: 

• Proficient in office software, Microsoft 365, including SharePoint.
• Ability to synthesize complex information quickly.
• Ability to handle medium to high stress events with short time frames.
• Ability to work in a fast-paced environment.
• Ability to keep information confidential and private.
• Excellent communication, analytical, interpersonal and technical support skills. 
• Self-motivated and detail oriented, takes initiative and identifies task without waiting for instructions
• Strong organizational skills
• Ability to multi-task, prioritize and adapt to rapidly changing work environment.
• Project management and accountability.
• Thrives in environments where expectations are high, but micromanagement is low

Qualifications: 

• High School Diploma or equivalent required; Associate’s or bachelor’s in business administration preferred
• 1–2 years of experience in a front desk or administrative role
• Current and valid driver’s license (Class C)

Language Skill: 

• Proficient in English (both verbally and in writing) is required.
• Familiarity with Spanish is considered highly favorable.

Physical Demands: 

• Ability to physically push, pull and lift to 25-30 lbs.
• Ability to sit or stand at a desk in an office environment for 6-10 hours a day.

 Work Environment 

The typical work week is Monday through Friday 8:00p.m-5:00p.m. May be exposed to outdoor weather conditions. Ability to work in setting with frequent changes in equipment, start/end time, service city/town and routes based on the operational needs for the day and or week.

Compensation and Benefits

Financial compensation will be commensurate with applicable experience. GreenWaste offers a competitive benefits package, including paid time off, holiday pay, 401K benefits, FSA, long term disability and full employee coverage for medical, dental and vision insurance.

GreenWaste provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, and/or local laws.

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