Executive Administrator

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Full Time Clerical Pasco, WA, US

2 days ago Requisition

Salary Range: $82,000.00 To $90,000.00 Annually

Gray Mar Environmental Services continues to expand its national footprint while remaining firmly grounded in the values that define who we are. We live by Respect, Integrity, Safe Work Practices, Excellence in Service, and a deep sense of Family
-a commitment we proudly call RISE through Caring.

We specialize in environmental remediation, health and safety, hazardous materials management, waste disposal, and environmental emergency response. Through comprehensive and sustainable solutions, we help our clients and the communities we serve manage risk, maintain compliance, and protect the environment.
Safety is our top priority
, and we take pride in our highly skilled, dedicated team that works together to get the job done safely—every time.

At Gray Mar, every employee is seen, heard, and valued, not as a number, but as a member of our family. Our culture supports continuous learning, professional development, and long-term career growth. We offer a robust benefits package that includes wellness programs, a 401(k) with company matching, spending account options, and comprehensive medical, dental, and vision coverage. We also provide company-paid life and disability coverage (long and short-term), ensuring our employees are supported both in and out of the field.

Inclusion at Gray Mar is not just an initiative; it is fundamental to how we innovate and grow. We draw strength from diverse experiences and perspectives and foster an inclusive environment where every voice matters. As we continue to grow nationwide, we remain committed to delivering exceptional service to our customers while building a workplace where people feel safe, supported, and proud to belong.

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.

• Provide direction to Team Members and Model Gray Mar 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.

• 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…