Administrative Office Specialist

Overview

The Receptionist position is the organization’s first point of contact, creating a warm, professional, and welcoming environment for all visitors and callers. This role manages daily front desk operations, including greeting guests, coordinating the flow of incoming communications, distributing correspondence, and directing inquiries to the appropriate team members. Additionally, the position provides essential administrative support across the organization, maintains office supplies, and helps ensure smooth and efficient workplace operations.

Hiring Range is $18.00 - $23.00 per hour

• Oversees the management of outgoing and incoming mail processes across multiple parcel carriers on a daily basis, ensuring that all deadlines are consistently met.
• Engages with customers and vendors professionally to gather invoices and process information for accounts payable.
• Supports billing tasks essential for the ongoing success of the home office team.
• Monitors office supply inventory levels and places orders as needed to maintain sufficient stock of essential supplies.
• Performs general administrative and clerical duties such as scanning, filing, faxing, and copying to support office operations and company leadership.
• Greets and welcomes all guests upon arrival, then directs them to the appropriate person, office, or meeting location to ensure clear guidance and a smooth, professional visitor experience.
• Maintains office security by following established safety procedures and managing visitor access at the reception desk.
• Handles incoming and outgoing calls and emails for other office staff, directing employee and customer inquiries to the appropriate personnel.
• Drafts and revises routine correspondence, such as invitations and informational materials, to maintain consistency across our home office.
• Participates in training and other learning opportunities to expand knowledge of the company, products, sales, and services, and performs any other duties needed to help drive our vision, fulfill our mission, and/or abide by our core values.

Administrative Office Specialist I (Receptionist-level): Has 0-2 years of progressively complex experience in the administrative support field. Demonstrates basic knowledge of Casella’s business products and services and the waste industry. Can effectively manage assigned projects, including filing, mailing, and ordering of supplies. Can effectively take customer calls and direct visitors, only asking for assistance when needed.

Administrative Office Specialist II: Has 2-4 years of progressively complex experience in the administrative support field. Has a solid understanding of Casella’s business products and services and the waste industry. Prepares reports, completes data entry, receives and responds to customer correspondence, and schedules meetings for on-site managers.

Administrative Office Specialist III: Has 4-6 years of progressively complex experience in the administrative support field. Support managers and other employees by coordinating mailing, arranging meetings and conference calls, and directing customers to the proper departments. Produce special project reports as needed; support and update databases; run queries; develop database reports; and coordinate mailings. Demonstrates an ability to mentor and train other administrative staff.

Has begun building strong relationships with home office and divisional employees at various levels within the organization.

Administrative Office Specialist Sr.: 6+ years of progressive leadership experience in the administrative and office management field. Demonstrates highly integrated knowledge and competence in several technical areas of customer service and office management, and has built strong relationships with home office and divisional employees at various levels within the organization. Provides training and mentoring to business service staff. Works with Payroll and Human Resources departments to process new hire onboarding paperwork, benefits enrollment, and answer questions pertaining to their employment.

Takes on additional responsibilities and asks for…