Administrative Assistant

The Administrative Assistant is responsible for accurately preparing, reviewing, and processing invoices for business-to-business customers in the hazardous waste management industry, utilizing NetSuite ERP as the primary billing and financial platform. This role requires strong attention to detail, understanding of environmental services billing structures, and coordination with operations, sales, customer service and accounting teams to ensure timely and accurate invoice.

Essential Functions

• Provide administrative and operational support to maintain efficient office operations
• Assist in answering incoming calls promptly and greet callers professionally, setting a positive tone for the interaction
• Identify customer needs through active listening and ask relevant questions to gather accurate information and transfer to correct individuals.
• Generate and review customer invoices in NetSuite, ensuring all charges are accurate and properly coded. Validate service order data against manifests, service tickets, or field logs before invoicing. 
• Monitor recurring billing schedules and ensure invoices are issued within designated timeframes.
• Work closely with operations to reconcile discrepancies between manifests, service records, and billing data. Verify that billed amounts align with contract terms and operational data.
• Ensure all billing complies with hazardous waste regulations, including DOT, EPA, and state-specific requirements.
• Uphold confidentiality, accuracy, and consistency in handling sensitive business and client information.

Education & Essential Qualifications

• High School diploma or equivalent
• Friendly, personable team player, detail oriented with strong accuracy and follow-through and problem-solving skills.
• Strong communication, organizational, and time management skills with the ability to prioritize tasks and meet deadlines
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
• 2+ years of billing or accounting experience in a B2B or industrial services environment.
• Hands-on experience with NetSuite (billing, AR, reporting modules).
• Strong understanding of invoice cycles, contract terms, and revenue reconciliation.
• Ability to lift to 30 lbs.

Pay Range:   $18.00-$22.00 hourly

Benefits

• Health, Dental and Vision insurance
• Wellness Program
• Flexible Spending Accounts
• Life Insurance
• Long-Term Disability
• Employee Assistance Program
• Tuition Reimbursement

Crystal Clean LLC is an Equal Opportunity Employer. Crystal Clean expressly values diversity, equity, and inclusion, and encourages the applications of individuals from diverse backgrounds, so that Crystal Clean reflects the communities and customers that we serve.