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Role Summary

The Customer Service Specialist (CSS) serves as the primary point of contact and gatekeeper for all inbound material scheduled for the facility. This position is responsible for coordinating and scheduling inbound deliveries based on site volume capacity, processing capabilities, and operational priorities while ensuring all required documentation is complete prior to arrival. The CSS maintains the facility's daily operating schedule to support safe, compliant, and efficient plant operations.

The CSS develops and maintains strong working relationships with internal and external Account Managers, customers, transporters, and third-party transportation providers to coordinate inbound shipments and transportation services. Working closely with Operations and QA/QC, the CSS communicates critical scheduling information, material acceptance decisions, documentation of discrepancies, and post-receipt safety or compatibility updates to ensure incoming materials are received, processed, and managed in accordance with company procedures and regulatory requirements.

Essential Responsibilities

• Serve as the primary point of contact and gatekeeper for scheduling all inbound and outbound material deliveries, ensuring site capacity, waste acceptance criteria, and operational requirements are met prior to scheduling.
• Coordinate and maintain the facility's daily inbound and outbound schedule based on site volume capacity, processing capabilities, operational priorities, and customer requirements.
• Develop and maintain strong working relationships with internal and external Account Managers, customers, transporters, and approved third-party transportation providers.
• Source, coordinate, and secure transportation services from approved third-party carriers to support customer shipments throughout the United States.
• Review waste profiles, shipping documents, manifests, bills of lading, and other required documentation to ensure completeness and accuracy prior to scheduling deliveries.
• Coordinate with QA/QC and Operations regarding waste acceptance, material compatibility, documentation discrepancies, and scheduling changes to ensure safe and compliant receipt of all inbound materials.
• Communicate QA/QC findings, material restrictions, safety concerns, and other post-receipt updates to customers, Account Managers, and transporters as appropriate.
• Coordinate with customers to resolve manifest discrepancies, shipping documentation issues, scheduling conflicts, and delivery exceptions.
• Prepare manifests, non-hazardous shipping labels, bills of lading, and other required regulatory and shipping documentation.
• Monitor daily shipments and proactively communicate scheduling changes, delays, or operational impacts to customers and facility personnel.
• Operate the facility scale and accurately enter shipment information into company operating systems as needed.
• Maintain accurate scheduling records, customer information, transportation documentation, and shipment data.
• Support continuous improvement initiatives by identifying opportunities to improve scheduling efficiency, communication, customer service, and operational workflow.
• Assist with administrative and accounting functions as needed.
• Perform other duties as assigned.

Qualifications & Requirements

• High school diploma or GED required.
• One (1) to three (3) years of experience in customer service, logistics, transportation coordination, waste management, environmental services, shipping and receiving, or industrial operations preferred.
• Experience scheduling inbound and outbound shipments in a manufacturing, industrial, environmental, or transportation environment preferred.
• Proficient in Microsoft Office applications, including Excel, Outlook, and Word, with the ability to accurately enter and maintain data in company operating systems.
• Working knowledge of waste profiles, manifests, bills of lading, DOT shipping documents, and waste acceptance processes preferred.
• Ability to coordinate multiple priorities while balancing site volume capacity, customer requirements, and operational needs.
• Strong organizational, time management, and problem-solving skills with exceptional attention to detail.
• Excellent verbal and written communication skills with the ability to build and maintain effective relationships with customers, Account Managers, transportation providers, and internal operations personnel.
• Ability to analyze documentation, identify discrepancies, and resolve scheduling or shipping issues in a timely manner.
• Ability to learn and operate the facility scale and related software systems.
• Basic knowledge of accounting processes and business systems is preferred.
• Ability to sit or stand for extended periods and occasionally lift up to 25 pounds.
• Ability to work in an office located within an active industrial facility, including occasional exposure to varying weather conditions and operational environments.