Terminal Services Supervisor

BWC Terminals•Philadelphia, PA

About The Position

The Terminal Services Supervisor supports the administrative, financial, and documentation functions of terminal operations. This role ensures accurate recordkeeping, efficient administrative workflows, and timely coordination with operations, vendors, and customers. The Supervisor oversees day‑to‑day administrative activities, provides guidance to administrative staff, and ensures compliance with established policies and procedures that support terminal business objectives.

Requirements

Associate degree in Business Administration, Finance, or related field
3–5 years of relevant administrative or financial operations experience (terminal or industrial environment preferred).
Ability to obtain RCRA certification.
DOT/IATA training for hazardous and non‑hazardous materials (training provided).
Strong working knowledge of basic accounting principles and administrative processes.
Proficiency in Microsoft Office Suite, especially Excel.
Ability to maintain accurate records, manage multiple priorities, and follow established procedures.
Strong communication, problem‑solving, and decision‑making skills.
Ability to lead, train, and support administrative staff.

Nice To Haves

Familiarity with regulatory compliance requirements preferred (environmental, financial, documentation).

Responsibilities

Supervise administrative team responsible for processing invoices, billing documentation, financial recordkeeping, and daily office workflows.
Assist in maintaining financial tracking systems and reporting tools established by management.
Ensure accurate processing of purchase requisitions, billing packets, and accounts payable/receivable documentation.
Support month‑end closing activities by preparing reconciliations, validating documentation, and ensuring timely submission of required materials.
Monitor routine financial data to identify discrepancies and escalate issues to management.
Create and track purchase requisitions and follow up with vendors to ensure timely product or service delivery.
Support vendor communications for routine services such as waste disposal, maintenance, janitorial support, and equipment servicing.
Maintain inventory for office supplies, PPE, uniforms, kitchen stock, and other consumables.
Coordinate mail distribution, shipping needs, and courier requests.
Maintain organized documentation systems for records, audits, regulatory reporting, and terminal operations.
Support administrative components of regulatory compliance reporting, including environmental, safety, and sustainability documentation (e.g., waste generation, disposal records, GRESB data).
Prepare documentation for vessel folders, railcar tracking, loading/unloading instructions, and inventory updates.
Ensure accurate and timely data entry related to customer billing, inventory movements, and compliance logs.
Collaborate with terminal operations to align administrative workflows with operational priorities and scheduling.
Support customer documentation needs and help resolve routine billing inquiries.
Serve as a point of contact between terminal teams and administrative functions, ensuring smooth information flow.
Provide administrative support to HR, Accounts Payable, Accounts Receivable, and other departments as needed.
Train administrative staff on standard operating procedures and documentation workflows.
Monitor service levels and customer service metrics, identifying areas for improvement.
Recommend process enhancements to improve efficiency, cost control, and accuracy in administrative operations.
Provide support for special projects, capital project tracking, and reporting as directed by terminal management.
Assist with preparation of routine reports, presentations, and regulatory filings.
Provide backup coverage for other administrative functions as needed.
Maintain clean and organized office and common areas; report facility issues as needed.
Support tracking of utilities, waste reporting, and documentation for sustainability metrics.
Perform other duties as assigned.