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ERTS Project Administrator

Company: HEPACO
Location: Cary
Posted on: January 26, 2023

Job Description:

Reports to: Director, Program Management Primary Purpose: The Project Administrator assists the Director, Program Management with incident assessments, regulatory reporting, and escalation of any emergency activities identified as needing immediate attention to the clients Director, Program Management. The Project Administrator is responsible for preparing the clients final documentation, per the Closure - QAQC SOP for final closure and invoicing in a timely manner. Project Specialist Essential Functions:

  • Review projects every day to confirm all regulatory reporting requirements have been completed.
  • Work closely with Director, Program Management to assist them with various tasks such as obtaining final documents from contractors, calling regulators to provide updates when needed and reviewing projects for closure.
  • Compile final documentation and organize in a neat fashion summarizing for the client, all work completed on the project. (See separate Closure SOP)
  • Prepare final billing sheet for review and upon approval, submit final invoice to client. (See separate Invoicing SOP)
  • Assist the call center as back up to high call volume times.
    • Timely answers a multi-line telephone system for emergency and non-emergency calls from clients.
    • Screen and transfer calls in a high-volume phone environment.
    • Answer phones and handle all intake inquiries for incidentals and incidentals with reporting.
    • Complete phone screenings and assist clients in obtaining the necessary paperwork.
    • On specific accounts, obtain authorization from Operations Manager, Project Manager, Environmental specialist, or Program Manager to verify if a spill can be cleaned by terminal once SDS is obtained.
    • Accurately log information from client interactions into ALERT system.
      • Including use of correct grammar and spelling, accurate selection of all appropriate categories, and addition of any notes or comments pertinent to the contact and/or contact record.
      • Providing and maintaining excellent customer service and satisfaction.
      • Ensure that all SOPs and client special instruction are performed and are compliant.
      • Efficiently identify and escalate any calls or emails regarding emergency spill and/or remedial activities needing completion communications to appropriate Project Manager.
      • Conduct telephonic regulatory reporting in states/provinces across US/Canada to ensure regulatory compliance on behalf of client.
      • Submit written, telephonic, and online reports to regulatory agencies (initial and interim reports).
      • Communicate effectively to contractors, clients, regulatory officials, etc., through both written and verbal communication.
      • Return all internal and external calls, emails, and facsimiles in a timely manner to ensure that customers concerns are understood, addressed, and resolved in an efficient and complete manner as quickly as possible.
      • Perform other job-related duties as required.
      • Effectively log time Billable Hours to specific project to cover cost of service provided Project Specialist - Finance Functions: Prepare final billing sheet for review and upon approval, submit final invoice to client. (See separate Invoicing SOP)
        • Contractor Invoice receipt and upload
        • Contractor invoice retrieved from
        • Invoice broken down into appropriate files.
        • Uploaded into Alert for PM review
        • Contractor Statements are reviewed Monthly to assure timely payment to contractors.
          • Manual Upload to Client external payables systems
          • Some clients have external systems that invoices need uploaded into.
          • Invoice is completed then uploaded per clients AP system protocols.

          • Report and document Alerts ready to close
          • Run reports to verify AR Systems and Alert system invoicing are completed and updated appropriately.

          • Client payable summaries
          • Month to date billing summaries is reviewed, updated with current status, returned to client POSITION QUALIFICATIONS:
            • The ability to pass a background check is required.
            • Experience in a clerical, administrative, operations support role, or call center is required.
            • Capable of remaining calm and confident during stressful situations.
            • Ability to adapt to a changing environment.
            • They must be able to effectively communicate with others including clients, employees, and outside professionals.
            • Able to orchestrate large volumes of data while meeting critical deadlines.
            • The individual must be mature and self-motivated.
            • They must exemplify professionalism in personal appearance and demeanor. POSITION REQUIREMENTS: To perform this job successfully, an individual must be able to accomplish (at a minimum) the position's skill areas. Listed below are the representative areas of knowledge, experience, and abilities necessary to meet the position's essential requirements. Reasonable accommodation may be made to enable individuals with disabilities to perform the Intake Specialist function.
              • Experience: 2 to 3 years in the following: customer service, call center, dispatch, or similar role.
              • Data entry, excellent written and verbal communication.
                • 35-40+ WPM
                • A 4-year degree in a related field: Environmental Science, Chemistry, Waste Management, Health, Safety, Emergency Management, (or similar major) or Direct hazardous material response experience is required.
                • High School diploma or GED.
                • The candidate MUST possess strong time management skills, attention to detail, organizational skills, & the ability to manage multiple projects.
                • Must be eligible to work in the US.
                • Experience with RCRA, OSHA and DOT Regulations.
                • Must be a team player and work to accomplish common goals in the department. Skills/Knowledge:
                  • Must be computer literate, well versed in standard Microsoft Office programs, as well as software used by ERTS.
                  • The candidate MUST possess strong time management skills, attention to detail, organizational skills, & the ability to manage multiple projects. Physical Requirements: Physical: The physical demands following are representative of those that must be met by the employee to perform the essential functions of the job.
                    • Body Positions: Sitting, standing, walking about and while talking and listening.
                    • Body Movements: The position requires arm and hand dexterity; must be able to move one's head, neck and back.
                    • Body Senses: Must have adequate vision, color perception and hearing, with or without correction.
                      • Strength: Must be able to lift and move equipment and materials that may weigh up to 20 pounds by oneself. Mental, Job-Related Position Requirements:
                        • Must be able to read, write and communicate effectively.
                        • Must possess good interpersonal skills. Job Related Working Conditions:
                          • The position is based in a climate-controlled office space or home office
                          • Noise level is quiet to moderate, typical of standard office environments.

                            Work Hours:
                            • This position is expected, at a minimum, to be a 40-hour work week. Additional hours will be required from time to time, depending on the status of the business.
                            • As a Project Administrator, the expectation is that an emphasis be placed on productive use of time. This means minimizing time away from the workstation for smoking breaks, visiting co-workers on a personal basis, and/or personal use of the telephones and internet. Job Related Working Requirements:
                              • Must have a reliable method of transportation to and from work.
                              • Must have a valid drivers license. Compensation and Benefits Eligible employees can elect to participate in:
                              • Comprehensive medical benefits coverage, dental plans, and vision coverage.
                              • Health care and dependent care spending accounts.
                              • Short- and long-term disability.
                              • Life insurance and accidental death & dismemberment insurance.
                              • 401(k) plan with a company match.
                              • Career development, training, and education.
                              • PTO and paid holiday time off. The statements used herein are intended to describe the general nature and level of the work being performed by an employee in this position and are not intended to be construed as an exhaustive list of responsibilities, duties and skills required by an incumbent so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the Company. We agree with the functional role of the Project Administrator and the requirements and authorities as stated; that compensation has been fully disclosed; and that there exist no other agreements attached to the acceptance of this document. This document is not an employment contract. Employment at ERTS is at will and may be terminated at any time, with or without notice, by either the Company or me. Project Administrator _____________________________________________________ Date: _____________ Print Name _________________________________________________________ Director, Program Management __________________________________________________ Date: _____________ Print Name _________________________________________________________ PI201304065

Keywords: HEPACO, Cary , ERTS Project Administrator, Other , Cary, North Carolina

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