Office Administrator

The Office Administrator serves as a pivotal operational partner and direct support to the General Manager across multiple GFL sites. This 100% onsite role features a dual-responsibility structure: the first half of each shift is dedicated to active Scalehouse Operations, and the remainder of the shift focuses on core office administration, financial reconciliation, and multi-site operational support. As a key administrative liaison, you will ensure weight scale accuracy, branch data integrity, timely reporting, and maximum efficiency across all assigned facilities.

Key Responsibilities

Dual-Role Daily Operations & Shift Split

• First Half of Shift — Scalehouse Operations: Act as the primary Scalehouse Operator managing inbound and outbound material flows, weighing trucks, generating weigh scale tickets, and verifying load classifications. Enforce safety protocols, regulatory compliance, and site access controls at the scale house terminal. Deliver exceptional, professional customer service to third-party drivers, commercial haulers, and local patrons entering the site.

• Second Half of Shift — Office Administration & Multi-Site Support: Transition to administrative duties, serving as direct operational support to the General Manager and providing cross-site administrative coverage for assigned branch locations.Reconcile daily scale house transactions, cash/credit receipts, and waste flow documentation across multiple sites.

General Manager & Operational Support

• Strategic Reporting: Prepare and verify critical month-end reports for the GM, including landfill accruals, commodity tracking, scale traffic metrics, and recycling scrap reconciliation.
• Audit & Compliance Lead: Support the GM in meeting all division and Home Office audit requirements; maintain municipal quarterly billing spreadsheets and Public Inventory (PI) tracking.
• Multi-Site Coordination: Act as the GM’s point of contact for multi-facility logistics, internal office moves, purchasing requests, and organizing onsite meetings across assigned sites.
• Public Relations: Manage and schedule customer service initiatives and community events on behalf of the GM and the branches.

Onsite Branch & Personnel Coordination

• Department Liaison: Provide daily guidance to Customer Service Representatives and scale personnel; assist the GM with performance management, hiring workflows, and staff development.
• Onsite Training: Facilitate hands-on orientation and training for new staff regarding branch scale procedures, safety standards, and proprietary software.
• Personnel & Payroll: Support assigned branch locations by processing payroll for all personnel; manage HRIS/ADP data updates to ensure employee status and records are consistently accurate.

Revenue & Document Integrity

• Billing Oversight: Manage manual municipal and commercial billing; ensure all scale tickets, roll-off work orders, and residential accounts are entered into the ERP system with 100% accuracy.
• Waste Flow Compliance: Coordinate special waste documentation and monitor environmental and regulatory compliance across scale house operations.
• Inventory Management: Proactively manage office and scale house supplies and equipment inventory across locations to ensure zero operational downtime.

Knowledge, Skills, and Competencies

• Experience: 2–4 years of administrative and/or scalehouse operator experience, preferably in an industrial, waste management, or logistics environment supporting multi-site operations.
• Scalehouse & Data Proficiency: Experience operating heavy-vehicle weigh scales, processing scale tickets, and managing high-volume inbound/outbound traffic flow.
• GM Support: Proven ability to handle sensitive data, prepare operational reports, and act as a reliable liaison for senior leadership across multiple locations.
• Education: High school diploma required; Associate’s or Bachelor’s degree in Business or a relevant field is an asset.
• Technical Savvy: Advanced MS Office proficiency; AS400, Tower, or specialized scale software (e.g., WasteWorks, TRUX) experience is highly preferred.
• Reliability & Adaptability: Must be able to work 100% onsite and adapt fluidly between active scale house duties and detailed administrative/reporting tasks.

Physical/Mental Demands & Working Conditions

• Onsite & Multi-Site Presence: 100% non-remote position required to be onsite daily to support physical site operations and the General Manager; occasional travel between local assigned sites may be required.
• Industrial Environment: Dynamic dual environment split between an active scalehouse booth and an office within industrial facilities; exposure to moderate noise levels, truck traffic, and variable weather conditions during scale duties.
• Physical Tasks: Ability to sit or stand for extended periods (5+ hours); ability to regularly move between scale facilities and office spaces; ability to lift/move up to 25 pounds.
• Communication: Exceptional interpersonal skills; ability to communicate effectively with scale house visitors, drivers, municipal partners, site staff, and corporate executives.

#GFLTalent

We thank you for your interest. Only those selected for an interview will be contacted.

GFL is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. If you are interested in applying for employment and need special assistance or an accommodation to apply for a posted position, please contact [email protected]

Please note that GFL does not provide visa sponsorship for this position. Valid work authorization in the country where the job is located is required. Successful candidates will be required to provide valid documentation confirming their eligibility to work in the country where the job is located prior to their start date.

This hiring process may utilize machine-based systems to assist in screening and assessing applicants. Final selection decisions are made by our recruitment team.