Job Description
Job Purpose & Goal:
The Executive Coordinator serves as a key support to the Managing Partner and provides comprehensive coordination across all department heads to ensure the smooth execution of daytoday operations. This role requires a proactive individual capable of managing critical tasks facilitating highlevel communication and optimizing workflow across the organization.
Functions & Responsibilities:
Priority Functions:
- Provide direct executive support to the Managing Partner assisting with the coordination of highpriority projects documentation and communications.
- Assist Project Managers with execution of drainage and construction projects including:
- Prejob activities: crew scheduling and dispatch obtaining insurance certificates reviewing contracts obtaining permits entering dig safe tickets scheduling travel and fuel arrangements and creating job schedule and budgets
- Job activities: tracking time and materials used on site managing yard inventory and reporting job progress
- Post job activities: reviewing vendor invoices scheduling repairs and approving final customer invoices.
- NetSuite Administration: serve as the company s main resource for needs within NetSuite including adding/removing users creating custom fields and generating reports
- Asset Management: managing relationship with fleet vendors scheduling maintenance and repair for vehicles maintain accurate service records coordinate inspections and registration renewals renew HUT and manage asset tracking
- Provide support to sales team including CRM data entry trade show coordination funding program assistance and reporting sales forecasts
- Manage company s expense tracking application
- Manage insurance requirements including obtaining COI certificates and adding/removing assets to insurance
- Collaborate closely with the Managing Partner on legal documentation and critical decisionmaking processes.
- Manage project timelines ensuring deadlines are met and addressing any potential delays.
- Liaise between departments to improve communication and workflow efficiency.
- Perform clerical and administrative tasks including word processing database manipulation and spreadsheet development.
- Create edit format and produce materials such as brochures reports office forms newsletters directories and correspondence using desktop publishing tools.
Basic Functions:
- Have a full understanding of the company s product and service offerings being able to communicate with customers and prospects when they call or enter the office
- Serve as the frontfacing representative of the company providing professional and welcoming customer interaction.
- Manage thirdparty provider relationships including IT and phone service providers.
- Coordinate and manage appointments meetings and calendars for the Managing Partner and department heads.
- Manage incoming calls directing them to appropriate departments and handle mail distribution.
- Coordinate the purchase and stocking of company office supplies.
- Support social media and marketing efforts including creating ads and managing customer events.
- Ensure confidentiality when handling sensitive information.
- Organize teambuilding activities and companywide events.
- Manage outgoing communications including vendor payments.
Knowledge Skills and/or Abilities Required:
- High school diploma or equivalent education.
- Previous experience in an executive or administrative support role.
- Proficiency in Microsoft Office Suite (Outlook Excel Word PowerPoint Publisher).
- Strong organizational skills with exceptional attention to detail and the ability to prioritize and handle multiple tasks simultaneously.
- Experience with NetSuite and website management tools is a plus.
- Excellent communication skills both written and verbal with the ability to work across teams and departments.
- Ability to manage sensitive information with discretion and integrity.
- A proactive selfmotivated individual who thrives in a fastpaced growthfocused environment.
Job Type: Fulltime
Pay: $25.00 $30.00 per hour
Expected hours: 40 per week
Experience:
- Office management: 1 year (Preferred)
- Executive administrative support: 3 years (Preferred)
Work Location: In person
Job Tags
Hourly pay, Full time, Gangs,