Manifest Specialist

Primary Purpose                                                             

Prepare and maintain manifest papers, labels and placards for shipment and handling of waste materials and other clerical duties as assigned                                                           

Essential Functions and Responsibilities                                                

• Ensures Health & Safety is the number one goal by following policies, processes, and acting in a safe manner at all times.                                                   
• Maintain complete, accurate and accessible records                                                       
• Preparing manifest papers, labels, placards and reviewing manifest order forms for correct DOT, EPA and state regulations regarding the shipment and handling of waste materials maintaining <2% error rate on manifest packets                                                               
• Prepare USPS shipping labels for outgoing sample kits for Customer Service and Sales staff                                                           
• Utilize most cost-effective means to send paperwork packets; prioritize orders to ensure prompt delivery of manifest packets                                               
• Provide assistance and coverage for other Manifest Specialist as needed                                               
• Provide package tracking information as needed to Customer Service                                                     
• Maintain inventory for all material needed for manifest packets and job functions including sample kit inventory; perform inventory check weekly utilizing specialized inventory spreadsheet.                                                       
• Maintain all supplies in a neat, organized and orderly manner                                                    
• Put up supplies within 2 business days of being delivered                                                             
• Ensure special flyers communicating various Rineco information are placed in each manifest packet as instructed by the Customer Relations Manager                                                             
• Return signed manifests that have been batched and released by Regulatory to generators via email or mail (printed or carbon copy originals of manifests based on customer request) within 10 days of signed receipt of materials date on manifest or same-day of release of manifest from Regulatory if greater than 10 days since receipt Certificates of Disposal & Recycling (CD/CRs) will accompany these mailings if manifested material is 100% processed within 10 day time-frame.                                                      
• Bi-weekly, send CD/CRs for manifests that were mailed to the generator before these certificates were ready (i.e. before materials were processed).                                                          
• Work with CSRs to correct contact information for manifest/CD/CRs returned after being sent via email or mail within 1 business day of return.                                                             
• Direct Manifests: Weekly, mail back CD/CR/manifests to generators received back from outlets utilized by Rineco for direct ship material                                                        
• Send monthly report (1st Monday of each month) to designated plant personnel and Customer Relations Manager of all aging manifests that do not show 100% processed (Excel format).                                                      
• Communicate with internal and external customers to solve customer issues with accurate and timely service                                                     
• Maintain an organized email folder system to ensure trackability of all email communications for internal/external customers; utilize email reminder tools to schedule and prioritize tasks.                                                 
• Notify by email Customer Relations Manager and Customer Service Supervisor of "Red" profiles on MOFs prior to sending out paperwork packet (must be approved before sending out)                                                  
• Communicate any internal procedural or protocol issues with Territory CSRs to Customer Relations Manager                                                       
• Daily review of "Pick Up by Territory" report to ensure MOFs are routed for paperwork to be sent out; ensure communication with Territory CSRs so that orders are routed timely                                                        
• Maintain database of information and reports regarding pre-printed manifests and labels issued by Rineco and sent to generators                                                         
• Assist and participate with management in the development of system improvements                                                   
• Compose and send correspondence via mail and email to internal and occasionally external customers.                                                  
• Maintain level of professionalism expected when interacting with internal and external customers                                                           
• Attend mandatory training classes                                                           
• Provide switchboard relief in a professional, courteous and friendly manner while on the phone and while interacting with other employees, visitors and guests who come to our facility                                                           

Heritage believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications and job scope, but not limit the incumbent nor the company to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.                                                                

Education: High school diploma or equivalent is required.                                                                                                                                                                                                        

Experience: Two years of experience in a professional office setting is preferred. Experience with customer service; administrative training; and knowledge of state and federal hazardous waste regulations also preferred.                                                                                                                                                                                                   

Knowledge and Abilities: Excellent communication - verbal and written, organizational, follow-through, data entry, proof-reading, and interpersonal skills. Aptitude for comprehending technical information. Ability to adapt to fast-paced, multi-faceted working environment Must possess excellent organizational and time management skills. Regular and predictable attendance is an essential function of this position.                                                                                                                                                                         

A post offer drug screen will be required.     

 EEO including disability/veteran                                               

Current Openings for Manifest Specialist Jobs at Heritage Environmental Services