Executive Administrator

Position Overview

Reporting to the General Manager, the Executive Administrator provides administrative and financial assistance to the assigned Branch(s).

Financial responsibilities include accounting, budget management, cost tracking, invoicing, reporting, and vendor management.

Executive Administrators support operational workflow and communication between field operations, branch management, internal departments, and external customers.

Key Responsibilities

• Provide direction to Team Members and Model RISE through Caring.
• Ensure each employee is prepared and educated on Safe work practices.
• Follow all applicable Policies, Procedures and Guidance documents.
• Daily account reconciliation.
• Manage and track job status, documentation, and revenue.
• Support project documentation creation, distribution, and final submission.
• Track, verify, document and communicate payroll and prevailing wage to General Manager and Corporate Payroll.
• Review and verify expense transactions.
• Support verification of proposal cost and sell rates prior to customer submittal.
• Support the review and reconciliation of project cost and sell rates prior to invoicing.
• Invoice and Purchase Order process management - including creation & submission.
• Work with Corporate Finance to achieve Accounts Receivable KPIs.
• Assist the Operations, Sales and Contracts Department with new client setup.
• Absorb Waste Services Department with waste disposal tracking, reconciliation, and documentation.
• Schedule employees’ annual DOT & Medical physicals.
• Absorb Training Manager with tracking and documentation of employee certifications, and training.
• Support Human Resources with new hire onboarding and orientation.
• Provide as-needed Executive Administrator coverage for other Branches.
• Perform other related duties as assigned.

Desired Qualifications

• Strong communication and relationship-building capabilities.
• General knowledge in HAZWOPER and Environmental industry, specific to environmental remediation, industrial services, emergency response and hazardous materials transportation and disposal.
• Ability to work independently or part of a team while managing multiple tasks and deadlines.
• Good written and verbal skills to effectively communicate with team members and on-site customer personnel.
• Invoicing, Accounts Payable, Accounts Receivable, and Reconciliation experience.
• Strong attention to detail and excellent time management and organizational skills.

Qualifications

• Required: 3+ years as an Environmental Services Executive Administrator, Accountant; or comparable experience in a similar industry and role.
• Required: 3+ years of experience with computer applications, including Outlook, Teams, Word, Acrobat, Excel, and NetSuite or similar ERP system.

Benefits

• Comprehensive health benefits coverage after 60 days of full-time employment.
• 401(k) with possible yearly company match.
• Company paid STD, LTD, and life insurance.
• Company paid time off and holidays.
• Career path programs and ongoing company paid training.
• Family culture with positive and safe work environments.

Disclaimer

This job description may not include all assigned duties, responsibilities, or aspects of the job described and may be amended at any time at the sole discretion of GrayMar Environmental Services, LLC. GrayMar Environmental Services, LLC is an Equal Opportunity Employer. Employment opportunities at GrayMar are based on one’s qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, religion, sex, pregnancy, childbirth or related medical conditions, victims of a QAOV and those with a family member who is a victim of a QAOV, national origin, age, veteran status, disability, genetic information, or any other characteristics protected by law.