Executive Administrator
About The Position
GrayMar Environmental Services is expanding its national footprint while upholding its core values of Respect, Integrity, Safe Work Practices, Excellence in Service, and Family, encapsulated in their RISE through Caring philosophy. The company specializes in environmental remediation, health and safety, hazardous materials management, waste disposal, and environmental emergency response, offering comprehensive and sustainable solutions. Safety is paramount, and GrayMar prides itself on its skilled team. The company fosters a culture of continuous learning, professional development, and career growth, viewing every employee as a valued family member. GrayMar is committed to diversity and inclusion, recognizing that varied experiences and perspectives drive innovation and growth. They aim to build a workplace where employees feel safe, supported, and proud to belong, while continuing to deliver exceptional service nationwide.
Requirements
- 3+ years as an Environmental Services Executive Administrator, Accountant; or comparable experience in a similar industry and role.
- 3+ years of experience with computer applications, including Outlook, Teams, Word, Acrobat, Excel, and NetSuite or similar ERP system.
- 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
Responsibilities
- Provide direction to Team Members and Model GrayMar Values.
- 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.
- Assist Waste Services Department with waste disposal tracking, reconciliation, and documentation.
- Schedule employees’ annual DOT & Medical physicals.
- Assist 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.
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.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
