Experienced VA for CEO/COO

Company/Client Overview:

OUR VISION
At Chemstar WATER, we aim to be the most customer-centric Water Treatment company in the world. We believe that when we value our customers, our employees, and the environment equally, then we will make the world a better place. That’s why we pledge 1% of our profits and 1% of employees paid time to support our local communities.

ABOUT CHEMSTAR WATER
Founded in 1999, Chemstar WATER is an industrial water treatment company that provides water treatment products, solutions and services to Data Centers, Industrial Facilities, Power Plants, Health Care Facilities, Government and Food and Beverage Manufacturers. Our impact can be seen from the Pentagon in Washington DC, Hospitals in Maryland, the Johns Hopkins University Applied Physics Laboratory to a Data Center in San Francisco. At Chemstar WATER we are committed to minimizing water use and maximizing energy efficiency resulting in a reduced carbon footprint for our World. When we focus on improving the operation of the cooling and boiler systems; we have a direct impact on our customer’s water and energy use. In addition, Chemstar WATER has been named one of the Top Workplaces in 2022 by the Baltimore Sun newspaper.
Our Operations staff enable Chemstar WATER field staff to succeed. They leverage in-house expertise in Chemistry, Water Treatment Equipment, and Operations to support all Field personnel in exceptional Customer Service.

JOB PURPOSE
The Business Admin is a key member of our organization as our Sales, Service, Operations, Leadership and Production teams rely heavily on our office personnel to support day to day and long-term project execution. Operations support specialists perform a range of value added and administrative functions. This position will encompass all aspects of order processing including cost inquirers & validation, quotes, sales/work orders, invoicing, bill of lading, customer support and communication and other functions. The ideal person must have the understanding or ability to learn and grow their knowledge of Water Treatment terminology, concepts, and equipment. This role will be expected to collaborate closely with the company’s Technical and Commercial Teams to exceed our customers’ expectations.
Duties and Responsibilities:

Calendar and Rhythm Of Business Management
• Provide strategic calendar management and time planning support for General Managers (s). Align calendars based on knowledge of manager’s preferences and operating styles. Skillfully address meeting conflicts through delegation and prioritization, while keeping the manager informed. Navigate ambiguous situations to simplify decision-making processes.
• Understand and take actions planning the rhythm of business (ROB). Proactively act in sync with the business cadence, including organizing leadership meetings, business reviews, All-Hands meetings, and other critical discussions.

Team Management Support (Headcount, Recruitment, Onboarding/Offboarding, and Purchase Order)
• Coordinate team experience activities, collaborating with CEO and COO for effective internal and external recruitment. Assist hiring managers in screening candidates.
• Oversee onboarding processes, serving as a primary point of contact for new employees and interns. Facilitate connections between new hires and relevant stakeholders.
• Collaborate with CEO / COO to manage headcount activities, departures, reporting, and offboarding, utilizing headcount management tools.
• Identify system improvements and updates.
• Check references and administer interview screens

Travel Management
• Handle travel arrangements, including accommodations and transportation, for manager(s). Take ownership of executive travel logistics, ensuring a seamless door-to-door experience. Collaborate with team members to plan meetings and logistical details.
• Prepare and reconcile expense reports, ensuring processing. Interim approve the expenses for GM’s direct reports and team.

Event Coordination and Logistics
• Organize team morale events and broader division-wide morale activities. Drive proactive actions to ensure successful event outcomes. Coordinate with stakeholders to plan and execute events, manage supplier and business relationships, and handle post-event tasks such as result tracking and material distribution. Offer insights and best practices for future events based on learnings.

Reporting
• Assemble reports to be shared across the company (Strong Excel Understanding)
• Compile and/or integrate information needed to complete reports, presentations and documents
• Review documents to ensure accuracy and quality, and revise as needed
• Track action items, follow up on due dates with responsible action owners
• Work with software such as Quick Books and Hubstop
• Administer company’s CRM system in adding customers, contacts, managing users, revising, or updating workflows.

Project Management
• Ability to identify lean and simplification opportunities and drive to completion.
• Ability to lead request for proposal bids for services / equipment
• Prepare and coordinate customer mailing/shipments
• Able to provide administrative support for operational execution, reporting and invoicing of key tasks.
• Ordering supplies, equipment, and coordinating delivery

Other Responsibilities
• Provide timely operational support for all departments as necessary to meet customer requirements
• Track orders and shipments based on expected dates in QuickBooks
• Handle accounts receivable and accounts payables for the company
• Handle a variety of general office tasks such as data processing (data analytics in excel) and file organization
• Prepare QuickBooks quick quotes and or support with other quotes.
• Tracking sales and work orders (any activity billed to the customer) from purchase order to execution and ensure they are completed in a timely fashion.
• Be able to quickly navigate customer and company documents to provide field staff support
• Processing monthly status and work summary reports for the Field Service Technicians
• Coordinate and support operations for lab testing and reporting requirements.
• Assist with security clearances / badges.
• Assist with production department internal support, ordering, and quality reporting.
• Assist operations department with order processing

Minimum Requirements:
• Minimum 7 years of experience providing Admin services to executive-level functions (CEO, CFO, COO, etc)
• Every submission has to come with a resume, video intro, computer parameteres, portfolio
• Well versed in creating Excel spreadsheets, charts and pivot tables
• 3-5+ years of service and operations support work experience (College or Associate Degree preferred)
• Software Experience: Quick Books, Hubspot, MSFT Suite (Email, Teams, Word, Excel, Project, Power Point)
• Strong abilities to navigate ambiguous problems and proven abilities to innovate
• Demonstrated willingness to learn and grow
• Ability to receive and act on feedback to promote a lessons-learned culture
• Outstanding communication, relationship-building skills, and organizational capabilities
• Is a natural problem solver with time management and critical thinking skills.
• Detail and process oriented to ensure orders/data is complete or able to identify and resolve issues with minimum supervision