Administrative Assistant (Product Management) in Elgin, IL at Heritage-Crystal Clean, LLC.

Date Posted: 12/11/2019

Job Snapshot

Job Description

Heritage-Crystal Clean (HCC) is a publicly traded company that continues to be a leader in the environmental services industry. We are seeking highly motivated individuals with a strong work ethic to join our rapidly growing company. HCC offers competitive compensation, excellent benefits, and opportunities for advancement. We are willing to provide complete training for this opportunity!


The Product Management Administrative Assistant is responsible for supporting the assigned Product Managers.

Specific Duties: 

  • ESP Tracker: Compile Statistics from BSMs and ESPs as needed
  • Payroll: ESP and Antifreeze
    • Compute service and placement commissions for weekly payroll
    • Make any necessary corrections to pay sheets submitted by Branch Managers
    • Maintain payroll files and ensure all products and services are accounted for
    • Submit weekly payroll to Product Manager for approval
  • ESP and Antifreeze Reports:
    • Maintain ESP Monthly Invoicing File, Customer List
    • Maintain and send out ESP Weekly Revenue Report, Allocation Files
    • Provide Reports to Product Managers as necessary
    • Maintain and provide ESP Estimated Monthly Billed Revenue Report to distribution group
    • Create EOP reports each period/AF BAG
    • Generator reports as necessary
    • Customer Manifest Books
    • Calculate EOP bonus & Crystal Club standings for AFSRs & ASMs
  • ESP Customer Files:
    • Receive ADF files from ESP Specialists and ensure they have Product Manager approval prior to creating pricing for customer
    • Maintain Access Data Base for customer pricing
    • Maintain Database of customer reports
    • Review and ensure accuracy of monthly billed customer’s accounts
    • Maintain amounts for the weekly allocation file
    • Receive and Screen New Customer List from ESP Specialists
  • ESP Invoices:
    • Manage ESP Monthly billed customer process for branches
    • Maintain ESP customers with “Special Instructions for Invoices”
    • Receive monthly ESP invoices and invoices for additional revenue (daily)
    • Receive customer invoices and provide necessary work orders, manifests, POs, or other corresponding backup as requested by customers
    • Ensure customers receive invoices by their preferred method of delivery
    • Maintain / Prepare quarterly review dates in Outlook
    • Perform additional reviews as required throughout the year 
  • Customer Service: ESP and Antifreeze
    • Field emails and calls from HCC employees and customers
    • Distribute brochures, business cards, pumps, and support materials to field
    • Prepare PO requests, confirm deliveries, and code invoices once received
    • Other duties as may be requested by Product Managers

Job Requirements

Position Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, the following requirements are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Core Competencies and Specific Skills

  • Strong attention to detail
  • Ability to interact with customers, sales branch employees, and other corporate departments
  • Strong organizational skills, ability to prioritize workload
  • Ability to multitask
  • Strong written and verbal communication skills
  • Ability to operate equipment such as computers, office equipment, etc.

Work Experience:

  • Proficiency in Microsoft Office applications, (Word, Excel, PowerPoint, & Access)
  • Proficiency in HCC CCMS platform
  • Previous related work experience preferred

Education, Certificates, Licenses, or Designations:

  • High School Diploma required
  • A.S. or B.S. Degree preferred

Work Environment*:

While performing essential duties of this position an individual regularly works in an office environment, and is required to see, talk, hear, reach, stand, walk, and comfortably use electronic devices and other office equipment. Essential duties require desk work and sitting for extended periods of time. Noise level in the workplace can vary based upon the work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

Heritage Crystal Clean LLC is an Equal Opportunity Employer. We strongly encourage women, minorities, individuals with disabilities and veterans to apply.


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