Operations Administrator

Momentum Environmental provides specialized environmental, industrial, and waste management services to leading industries throughout the Northeast. The Operations Administrator plays a critical role in supporting daily office operations, fleet coordination, customer service, and regulatory compliance in a fast‑paced, high‑volume waste management environment. This position serves as a key administrative liaison between customers, field teams, fleet providers, vendors, and internal departments to ensure operational accuracy, responsiveness, and efficiency.

The Operations Administrator supports dispatch, customer service, billing, approvals, fleet, and compliance functions while maintaining organized records and reliable communication across the organization. This position reports to the Director of Operations.

Essential Responsibilities

• Coordinate daily office operations in a high‑volume waste management and industrial services environment, supporting dispatch, customer service, and field teams.
• Respond to customer inquiries, service issues, and complaints via phone and email with professionalism and prompt resolution.
• Process service orders, update customer accounts, and maintain accurate data in internal operating systems and databases.
• Assist with billing, invoicing, and account reconciliation; collaborate with the finance team to ensure timely and accurate reporting.
• Maintain organized physical and digital filing systems including contracts, work orders, manifests, approvals, and compliance documentation.
• Communicate with vendors, contractors, and municipal contacts to coordinate services, resolve issues, and support ongoing operations.
• Support compliance with safety, environmental, and regulatory requirements by tracking documentation and assisting with reporting.
• Utilize Microsoft Office applications, scheduling software, and industry‑specific platforms to streamline administrative tasks and improve efficiency.
• Coordinate and manage purchasing and replenishment of all office and shop supplies.
• Support the Approvals Manager by collecting, compiling, and organizing waste and facility data for regulatory approval processes.
• Support fleet inspections, maintenance repairs, service scheduling, and DOT compliance documentation in coordination with operations and mechanics.
• Support mechanics by coordinating and scheduling fleet repairs and maintenance activities.
• Coordinate enrollment, tracking, and completion of mandatory online training for new employees and existing staff.
• Assist customers with the preparation and compilation of end‑of‑year audit and compliance documentation.
• Coordinate daily and routine communication with operations management to support workflow, scheduling, and issue resolution.

Core Competencies

• Associate or bachelor’s degree preferred; equivalent experience considered.
• 3+ years of administrative or operations support experience, preferably in environmental services, waste management, construction, logistics, or a related field.
• General working knowledge of regulatory and compliance requirements (OSHA, DOT, environmental documentation preferred).
• Strong organizational skills with the ability to manage multiple priorities in a fast‑paced operational environment.
• Proficient working knowledge of Microsoft Office applications (Outlook, Excel, Word, SharePoint).
• Experience using scheduling, fleet, or industry‑specific operational software a plus.
• Strong communication skills, both written and verbal.
• Detail‑oriented with high accuracy in data entry, documentation, and reporting.
• Ability to effectively interact with customers, vendors, field personnel, management, and regulatory contacts.
• Dependable, proactive, and solution‑oriented with a strong sense of ownership.

 Personal Protective Equipment

• When working at a customer site or in a field environment, as appropriate, the ability to wear any of the following personal protective equipment (PPE) required:
• Steel toe boots
• Eye protection
• Hearing protection
• Gloves/ Hand protection
• Fire resistant uniform
• Others as required by OSHA, Internal EH&S, and customer/ site EH&S

Work Environment: 

While performing essential duties of this position an individual regularly works in a variety of environments, and is required to see, talk, hear, reach with hands, stand, walk, drive frequently, use a computer keyboard, mouse, telephone, and other office equipment. Essential duties require bending, squatting and twisting frequently. Employees will frequently be exposed to dirt, dust and fumes.

Noise level of the environment is generally moderate but may vary depending on customer site visits. Occasionally it may be required to lift/move up to 75 lbs.