Interstate Waste Services is the most progressive and innovative provider of solid waste and recycling services in the greater New York, New Jersey and Connecticut markets with a rail-served landfill in Ohio.  IWS is committed to delivering high-quality waste, recycling and environmental services, while prioritizing the safety of our employees, customers and communities. We cater to a diverse range of industrial, medical and commercial/residential customers.

Founded in 1998, IWS has grown over the years through acquisitions, many of which were family-owned businesses that remain a part of our team today. We’re proud to combine the resources of a large company with the values and care of a family-run business.

The Maintenance Administrative Assistant will play an integral role in supporting the operations of the business and specifically providing administrative support to the container maintenance department. The Maintenance Administrative Assistant will maintain and distribute operation related information on a daily basis, coordinate data from a variety of sources and prepare reports and presentations, schedule appointments and meetings, and serve as a liaison between the manager, staff and visitors.

• Process warranty claims by reviewing repair orders, verifying coverage, and submitting claims to manufacturers in a timely manner.
• Monitor warranty claim status, follow up on outstanding claims, and resolve discrepancies with dealerships.
• Analyze warranty data to identify trends and potential cost-saving opportunities.
• Maintain accurate records of all warranty claims, including parts used and repair details.
• Coordinate the return of used vehicle parts (cores) to suppliers according to contract terms.
• Track core return status, manage core deposits, and resolve any issues related to core returns.
• Ensure proper labeling and handling of returned cores to maintain quality standards.
• Identify and manage surplus vehicles that need to be removed from the fleet. Coordinate the disposal of surplus vehicles.
• Maintain accurate records of surplus vehicle disposition.
• Respond to inquiries related to vehicle records from internal departments.
• Maintain comprehensive vehicle documentation including purchase orders, service records, maintenance logs, registrations, permits and licenses. Ensure all vehicle data is accurately updated in the fleet management system.
• Develop and generate regular reports on warranty costs, core return trends, and surplus vehicle disposal activities.
• Generate reports and analyze data to identify areas for improvement and cost optimization in vehicle operations.

• Experience in fleet maintenance or related field, with a strong understanding of warranty processes and procedures.
• Technical Skills: Proficiency with fleet management software and Microsoft Office Suite.
• Communication Skills: Excellent written and verbal communication skills to effectively interact with dealerships, suppliers, and internal stakeholders.
• Analytical Skills: Ability to build reports, analyze data and identify trends.
• Organizational Skills: Strong attention to detail and ability to manage multiple tasks simultaneously.

This job description is intended to be an accurate representation of the general functions of the job, rather than exhaustive list of duties, responsibilities, or experience. Other duties may be assigned, requested, or required. Aspects of the job may be altered without notice.

Interstate Waste Services provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.