Office Coordinator

Thank you for your interest in joining EnviroBEEs team. EnviroBEE is an industrial and commercial services company that provides emergency spill response and remediation, vacuum truck services and waste management. We also offer consulting services for industrial and commercial clients in order to help them achieve their environmental compliance goals. More information is available at www.enviro-bee.com.
Employment Opportunities – Office Coordinator
The Office Coordinator is under the direct supervision of the Compliance Manager and also takes direction from the Finance Director, Operations Manager, and Owner. The sections below detail tasks that the office coordinator will typically complete on a regular basis, but are not exhaustive.

Starting wage for the position is $18-20/hr commensurate with education and experience. Benefits and work policies are detailed below.

All candidates are subject to pre-employment drug screening, and a drivers and criminal background check. EnviroBEE is an EOE.

Description of Duties

Operations Support
Create manifests, labels, and certificates of disposal (COD) for haz and nonhaz waste shipping. File per policy. Scan copy of manifests and COD to a job folder.
Order inventory including job supplies, office supplies, safety equipment, parts for vehicle and equipment repairs and maintenance
Maintain NC Quickpass account for vehicles and trailers
Track and coordinate with Operations Manager when vehicle inspections are coming due.
Make sure soil and oil samples get sent out in a timely manner and tracked accurately
Ensure equipment log and maintenance/repair books are updated and accurate

DOT (Department of Transportation) Compliance Support
Track miles and gallons used for all vehicles on a monthly basis.
Ensure miles and gallons used for CDL (Commercial Drivers License) vehicles are tracked by drivers on a per-trip basis. Assist in reporting quarterly to NC.
Maintain vehicle and equipment list including inspections and tag/tax renewal dates, additions/deletions
Conduct Drug and Alcohol Clearinghouse Queries on All CDL Drivers on an annual basis and before hiring
Coordinate random drug testing on a quarterly basis and track
Conduct background checks and DMV record checks on new hires
Maintain records for all CDL drivers that include medical cards, a copy of current drivers licenses and any other pertinent information.
Assist Compliance Manager with the following reports as needed:
o Form 2290 for new heavy-duty vehicle purchases
o UCR annual renewal
o FMCSA biennial report

HR Support
Input timecard information on a weekly basis
Input IRA weekly submissions and set up for new hires
Maintain employee files (physical and online)
Start initial process for new hires (forms, background checks, DMV, drug screening, etc)
Maintain kudos and disciplinary acts per incident. – written and verbal
Ensure confidentiality of management conversations
Manage payroll deductions
Send out reminder for reviews with highlights of performance based on kudo/disciplinary tracking

Admin-Accounting Support
Maintain client and vendor files, both digital and paper
Follow up with customers to ask for a Google review in a timely manner once job is completed
Support preparation and tracking of quotes
Prepare job folders for invoicing and maintain invoice log
Filing at EOY/BOY: make folders at the beginning of year and box up as needed; file a/r, a/p, invoices, etc.
File paperwork as it is received
Input and track down credit card receipts
Deposit checks and submit information to the finance director
Make card payments, download statements and other related processes and coordinate this with the finance director
Write checks as needed and make sure that all info is obtained for them and provided to the finance director; make sure to obtain 1099 info as needed
Weekly update of account balances
Make sure that techs provide daily photos of jobs worked on; Upload them int correct online folder; keep folders updated in conjunction with the job log
Send emails to new customers and vendors to assist in setup and enter in QB if possible
Update Facebook page with posts and approved photos
Monthly reminders – birthdays, work anniversaries, PTO requested dates/times, etc
Ensure that finance director receives job folders in a timely manner through scanning or hard copy mail
Assist and organize prepping for events as needed (trade shows, community events, etc)
Prepare and send out year-end holiday cards
Other duties as assigned