Scale and Administrative Coordinator

Department: MRF Administration and Operations
Reports To: General Manager
Works With: Operations, Maintenance, and Company Accounting Personnel
Normal work

Schedule:

Monday–Friday
Salary Range: $25-$28/Hour

The MRF Administrative & Accounting Coordinator is responsible for managing the administrative, bookkeeping, accounts payable, accounts receivable, and truck scale operations of the Materials Recovery Facility (MRF). This position ensures accurate financial transactions, timely invoicing and payments, complete load documentation, and reliable operational and financial reporting.

The Coordinator records and codes all revenue and expenses affecting the profit and loss (P&L) statement, maintains organized and auditable records, and coordinates information between operations, maintenance, vendors, customers, and company accounting personnel. The position plays a key role in maintaining accurate financial reporting, preventing billing and payment delays, and supporting the efficient and compliant operation of the facility.

• Record and code all MRF revenue and expenses to the appropriate general ledger accounts and accounting periods.
• Maintain accurate financial records and supporting documentation for all transactions.
• Reconcile financial records and assist with month-end closing, accruals, and related accounting activities.
• Review monthly P&L statements with management to identify and resolve errors, discrepancies, and unexplained variances.
• Ensure transactions are properly documented, authorized, and recorded in accordance with established accounting procedures.

• Verify vendor invoices against purchase orders, purchasing records, receiving documentation, and applicable approvals.
• Ensure approved invoices are processed and paid accurately and on time.
• Reconcile vendor statements and investigate and resolve billing discrepancies.
• Follow established purchasing procedures, payment approval requirements, and vendor banking verification controls.
• Maintain complete records of invoices, approvals, payments, and vendor correspondence.

• Prepare and process invoices for processing services, commodity sales, and other authorized charges using approved rates and supporting load records.
• Verify billing information for accuracy and completeness before issuing invoices.
• Apply customer receipts, reconcile account balances, and maintain accurate accounts receivable records.
• Monitor outstanding balances and follow up on overdue accounts to support timely collections.
• Obtain required management approval for billing adjustments, credits, and other account changes.
• Investigate billing discrepancies and coordinate with operations and accounting personnel to resolve issues promptly.

• Operate the truck scale and accurately record incoming and outgoing vehicle weights.
• Verify load information, customer details, material grades, contamination, and accepted or rejected loads.
• Maintain accurate scale tickets, shipping documents, destination records, and related load documentation.
• Maintain scale service, maintenance, inspection, and certification records as required.
• Promptly report scale discrepancies, weight errors, equipment issues, and documentation irregularities to management.

• Reconcile daily load activity and ensure complete, accurate, and timely communication of information to operations and accounting personnel.
• Track missing load tickets, shipping documents, approvals, and other required information through resolution.
• Identify and…