Executive Assistant/Office Manager, Abacus, Washington, DC
Abacus -
Washington, DC,
US
Executive Assistant/Office Manager
Date Posted: 2024-06-06
Job description
Job Description:
Position Type: Fulltime
Location: Washington DC(Need local candidates ONLY)
POSITION DESCRIPTION
Executive Assistant/Office Manager
Equus Striping is a woman and minority owned full-service pavement marking company located in Washington DC. Founded in 2017, Equus's excellence as a premier pavement marking company is recognized throughout the DC Metro area.
Equus is seeking an executive assistant/office manager that it prepared to help Equus meet the growing demand for its services.
Responsibilities include, but are not limited to, streamlining the office's administrative processes, project management and reporting, inventory tracking/ordering and employee services.
Equus Striping has an immediate opening for a dependable, energetic, hard-working, team member. If you have a positive attitude, strong work ethic, organizational and computer skills - and are looking for an opportunity to join a growing, vibrant company, then apply to join the Equus journey.
The position of Executive Assistant/Office Manager's responsibilities include administrative (office policies, license/certification tracking, marketing), project (management and reporting) and executive (scheduling, email, professional board duties) support to the President and the company, assisting in the oversight and coordination of the day-to-day activities of the office, and when ready, serves as the principal point of administrative contact and liaison for internal and external constituencies.
Candidates MUST be energized working as part of a team, punctual, flexible, responsive to direction, and have a keen interest in detail.
Equus Striping offers a unique opportunity to join a robust company still in the early stages of growth and to become part of a company committed to its employees, its community and to Changing the World, One Line at a Time!
DUTIES AND RESPONSIBILITIES:
Work with President to develop office and administrative systems that document, streamline and organize crucial back-office operations.
Track renewal dates and updates as required to maintain all Equus state licensing/registrations (business and vehicles) and certifications (business) in good standing.
Maintain record of all employee certifications and licensing (OSHA, CPR/First Aid, Flaggers, etc.) and schedules appointments for renewal when required to keep all Equus employees current.
Track all required project reporting including for example, daily reports w/site pictures, project[1]specific wage rates, timely certified payroll report filings (cert reports generated by accountant), footage compilations per project (when appropriate), project totals (for invoicing), and A/R tracking & follow-up.
Maintain policies, procedures, and systems to ensure productive and efficient office operations.
Build out CRM to track projects, customers, vendors; assemble and update as required customer and vendor rosters, project and bid lists as required; keep project calendar with job assignments updated to date and assure that Equus Superintendent and Foremen are informed.
Work with Director of Operations to develop and maintain inventory log for work materials and equipment maintenance as well as shop operations policies and procedures. Generate material order requests for approval by President; order & track delivery of materials once ordered.
Payroll support: accurate daily/weekly data entry into QuickBooks Time Tracker of employee timesheet for end of week payroll approval
Human Resources support: organize and maintain employee files, support field staff, as directed by the President
Construct and maintain Equus safety plan & procedures (shop and job site) and maintain the safety binders found in each Equus working vehicle (material SDS/employee safety and workers' rights Information).
Assist in the coordination and completion of special projects, as assigned.
CORE COMPETENCIES:
Prior knowledge or experience in developing standard operations for business similar to Equus
Expert Proficiency in Microsoft Office 365
Excellent time management skills and ability to muti-task and prioritize work.
Attention to detail and problem-solving skills critical
Demonstrate excellent written and verbal communication skills
Strong organizational and planning skills
Honest, trustworthy and a team player
Self-disciplined and dependable
Ability to perform under time constraints.
Desire to learn, train and certify in multiple areas of the industry.
Aptitude and ability to learn through on-the-job training.
Curiosity, eagerness to learn, master new skills and contribute to the success of Equus.
BENEFITS:
*Reliable, long-term employees can look forward to benefit package additions such as health insurance, 401K, bonuses that are in the planning stages and will be implemented with successful company expansion
Position Type: Fulltime
Location: Washington DC(Need local candidates ONLY)
POSITION DESCRIPTION
Executive Assistant/Office Manager
Equus Striping is a woman and minority owned full-service pavement marking company located in Washington DC. Founded in 2017, Equus's excellence as a premier pavement marking company is recognized throughout the DC Metro area.
Equus is seeking an executive assistant/office manager that it prepared to help Equus meet the growing demand for its services.
Responsibilities include, but are not limited to, streamlining the office's administrative processes, project management and reporting, inventory tracking/ordering and employee services.
Equus Striping has an immediate opening for a dependable, energetic, hard-working, team member. If you have a positive attitude, strong work ethic, organizational and computer skills - and are looking for an opportunity to join a growing, vibrant company, then apply to join the Equus journey.
The position of Executive Assistant/Office Manager's responsibilities include administrative (office policies, license/certification tracking, marketing), project (management and reporting) and executive (scheduling, email, professional board duties) support to the President and the company, assisting in the oversight and coordination of the day-to-day activities of the office, and when ready, serves as the principal point of administrative contact and liaison for internal and external constituencies.
Candidates MUST be energized working as part of a team, punctual, flexible, responsive to direction, and have a keen interest in detail.
Equus Striping offers a unique opportunity to join a robust company still in the early stages of growth and to become part of a company committed to its employees, its community and to Changing the World, One Line at a Time!
DUTIES AND RESPONSIBILITIES:
Work with President to develop office and administrative systems that document, streamline and organize crucial back-office operations.
Track renewal dates and updates as required to maintain all Equus state licensing/registrations (business and vehicles) and certifications (business) in good standing.
Maintain record of all employee certifications and licensing (OSHA, CPR/First Aid, Flaggers, etc.) and schedules appointments for renewal when required to keep all Equus employees current.
Track all required project reporting including for example, daily reports w/site pictures, project[1]specific wage rates, timely certified payroll report filings (cert reports generated by accountant), footage compilations per project (when appropriate), project totals (for invoicing), and A/R tracking & follow-up.
Maintain policies, procedures, and systems to ensure productive and efficient office operations.
Build out CRM to track projects, customers, vendors; assemble and update as required customer and vendor rosters, project and bid lists as required; keep project calendar with job assignments updated to date and assure that Equus Superintendent and Foremen are informed.
Work with Director of Operations to develop and maintain inventory log for work materials and equipment maintenance as well as shop operations policies and procedures. Generate material order requests for approval by President; order & track delivery of materials once ordered.
Payroll support: accurate daily/weekly data entry into QuickBooks Time Tracker of employee timesheet for end of week payroll approval
Human Resources support: organize and maintain employee files, support field staff, as directed by the President
Construct and maintain Equus safety plan & procedures (shop and job site) and maintain the safety binders found in each Equus working vehicle (material SDS/employee safety and workers' rights Information).
Assist in the coordination and completion of special projects, as assigned.
CORE COMPETENCIES:
Prior knowledge or experience in developing standard operations for business similar to Equus
Expert Proficiency in Microsoft Office 365
Excellent time management skills and ability to muti-task and prioritize work.
Attention to detail and problem-solving skills critical
Demonstrate excellent written and verbal communication skills
Strong organizational and planning skills
Honest, trustworthy and a team player
Self-disciplined and dependable
Ability to perform under time constraints.
Desire to learn, train and certify in multiple areas of the industry.
Aptitude and ability to learn through on-the-job training.
Curiosity, eagerness to learn, master new skills and contribute to the success of Equus.
BENEFITS:
*Reliable, long-term employees can look forward to benefit package additions such as health insurance, 401K, bonuses that are in the planning stages and will be implemented with successful company expansion