Job Posting: MRF Administrative & Accounting Coordinator

Department: MRF Administration and Operations
Reports To: General Manager 
Works With: Operations, Maintenance, and Company Accounting Personnel
Normal work Schedule: Monday–Friday
Salary Range: $25-$28/Hour

Position Summary

The MRF Administrative & Accounting Coordinator is responsible for managing the administrative, bookkeeping, accounts payable, accounts receivable, and truck scale operations of the Materials Recovery Facility (MRF). This position ensures accurate financial transactions, timely invoicing and payments, complete load documentation, and reliable operational and financial reporting.

The Coordinator records and codes all revenue and expenses affecting the profit and loss (P&L) statement, maintains organized and auditable records, and coordinates information between operations, maintenance, vendors, customers, and company accounting personnel. The position plays a key role in maintaining accurate financial reporting, preventing billing and payment delays, and supporting the efficient and compliant operation of the facility.

Essential Duties and Responsibilities

1. Accounting, Bookkeeping, and P&L Transactions

• Record and code all MRF revenue and expenses to the appropriate general ledger accounts and accounting periods.
• Maintain accurate financial records and supporting documentation for all transactions.
• Reconcile financial records and assist with month-end closing, accruals, and related accounting activities.
• Review monthly P&L statements with management to identify and resolve errors, discrepancies, and unexplained variances.
• Ensure transactions are properly documented, authorized, and recorded in accordance with established accounting procedures.

2. Accounts Payable and Payment Management

• Verify vendor invoices against purchase orders, purchasing records, receiving documentation, and applicable approvals.
• Ensure approved invoices are processed and paid accurately and on time.
• Reconcile vendor statements and investigate and resolve billing discrepancies.
• Follow established purchasing procedures, payment approval requirements, and vendor banking verification controls.
• Maintain complete records of invoices, approvals, payments, and vendor correspondence.

3. Accounts Receivable and Invoicing

• Prepare and process invoices for processing services, commodity sales, and other authorized charges using approved rates and supporting load records.
• Verify billing information for accuracy and completeness before issuing invoices.
• Apply customer receipts, reconcile account balances, and maintain accurate accounts receivable records.
• Monitor outstanding balances and follow up on overdue accounts to support timely collections.
• Obtain required management approval for billing adjustments, credits, and other account changes.
• Investigate billing discrepancies and coordinate with operations and accounting personnel to resolve issues promptly.

4. Scale Operations and Load Records

• Operate the truck scale and accurately record incoming and outgoing vehicle weights.
• Verify load information, customer details, material grades, contamination, and accepted or rejected loads.
• Maintain accurate scale tickets, shipping documents, destination records, and related load documentation.
• Maintain scale service, maintenance, inspection, and certification records as required.
• Promptly report scale discrepancies, weight errors, equipment issues, and documentation irregularities to management.

5. Information Flow and Coordination

• Reconcile daily load activity and ensure complete, accurate, and timely communication of information to operations and accounting personnel.
• Track missing load tickets, shipping documents, approvals, and other required information through resolution.
• Identify and correct documentation gaps and discrepancies that could result in liquidated damages (LDs), delayed receivables, billing errors, or late payments.
• Coordinate with operations, maintenance, vendors, customers, and accounting personnel to resolve issues affecting financial and operational accuracy.
• Maintain consistent information flow to support timely invoicing, collections, vendor payments, and financial reporting.

6. Facility Administration

• Perform general office administration, correspondence, filing, and document management.
• Provide purchasing support and coordinate with vendors regarding orders, deliveries, invoices, and account matters.
• Maintain office supplies and assist with administrative needs of the facility.
• Provide payroll support and maintain employee records in accordance with company procedures.
• Assist with employee onboarding documentation and related administrative activities.
• Support the General Manager or designee with other administrative duties as assigned.

7. Reporting and Compliance Records

• Prepare, review, and reconcile operational, financial, and required program reports.
• Obtain management review and approval as required and submit reports by established deadlines.
• Track reporting, permit, inspection, certification, and training deadlines.
• Maintain supporting documentation, approvals, submission records, and delivery confirmations.
• Promptly notify management of upcoming deadlines, missing information, and potential compliance issues.

8. Auditable Records and Administrative Support

• Maintain organized, complete, and retrievable financial, load, vendor, customer, employee, and compliance records.
• Retain original documents, transaction support, correction histories, and other records in accordance with company policies and applicable retention requirements.
• Ensure records are readily available for audits, management reviews, and other authorized requests.
• Maintain accurate documentation of corrections and adjustments to support transparency and accountability.

9. Safety and Internal Controls

• Follow all facility traffic, site access, personal protective equipment (PPE), and applicable safety procedures.
• Promptly report unsafe conditions, incidents, equipment concerns, and compliance gaps.
• Maintain required safety and training documentation.
• Protect confidential financial, employee, customer, and company information.
• Follow established financial controls, approval limits, purchasing procedures, and document retention requirements.
• Perform duties in accordance with company policies and applicable regulatory requirements.

Required Qualifications

• High school diploma or equivalent.
• Demonstrated bookkeeping and administrative experience.
• Working knowledge of accounts payable, accounts receivable, general ledger coding, reconciliations, accruals, month-end closing, and P&L statements.
• Proficiency in Microsoft Excel and accounting software, with the ability to learn and use scale, operational, and reporting systems.
• Strong attention to detail and the ability to maintain accurate, complete, and organized records.
• Ability to manage multiple responsibilities, prioritize tasks, and meet deadlines independently and collaboratively.
• Professional written and verbal communication skills.
• Ability to handle confidential information responsibly and follow established financial and administrative controls.

Preferred Qualifications

• Three or more years of related accounting, bookkeeping, administrative, or operational support experience.
• Accounting, bookkeeping, or business-related coursework.
• Experience in recycling, solid waste management, materials recovery, transportation, logistics, or truck scale operations.
• Experience using Sage accounting software and Navusoft operational or scale management systems.
• Experience coordinating financial records and operational documentation in a fast-paced industrial or facility environment.

Work Environment and Schedule

This position works primarily in an office and scale house environment within or adjacent to an active Materials Recovery Facility. The role involves regular interaction with truck drivers, vendors, customers, operations personnel, maintenance staff, and company accounting personnel.

The work environment may include exposure to active truck traffic, equipment noise, dust, odors, and varying weather conditions. Employees must follow established site safety procedures and wear required PPE.

Normal scheduled hours are Monday through Friday, 7:00 a.m. to 4:00 p.m. Work hours and priorities must support facility receiving and shipping activities, operational requirements, and accounting and reporting deadlines. Occasional schedule adjustments may be necessary to meet business needs.

Performance Expectations

Successful performance in this position will be evaluated based on the employee's ability to:

• Maintain accurate load records, scale tickets, and supporting documentation.
• Record and code revenue and expenses accurately and within the appropriate accounting periods.
• Process customer invoices promptly and support timely collection of receivables.
• Ensure approved vendor invoices are processed and paid on time.
• Reconcile financial records and assist with accurate month-end closing and P&L review.
• Maintain complete, organized, and readily retrievable records for audits and management requests.
• Communicate effectively and resolve missing information and discrepancies promptly.
• Complete required financial, operational, and compliance reports by established deadlines.
• Provide dependable administrative support to facility management and personnel.
• Consistently follow organizational policies, safety requirements, confidentiality standards, and financial controls.

General Statement

This job description describes the primary responsibilities and qualifications of the position and is not intended to be an exhaustive list of all duties. Additional responsibilities may be assigned by the General Manager or designee based on operational and business needs.