Job DescriptionJob 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 day-to-day operations. This role requires a proactive individual capable of managing critical tasks, facilitating high-level communication, and optimizing workflow across the organization.Functions & Responsibilities:Priority Functions:
- Provide direct executive support to the Managing Partner, assisting with the coordination of high-priority projects, documentation, and communications.
- Assist Project Managers with execution of drainage and construction projects, including:
- Pre-job 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 decision-making 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 front-facing representative of the company, providing professional and welcoming customer interaction.
- Manage third-party 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 team-building activities and company-wide 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, self-motivated individual who thrives in a fast-paced, growth-focused environment.
Job Type: Full-timePay: $25.00 - $30.00 per hourExpected hours: 40 per weekExperience:
- Office management: 1 year (Preferred)
- Executive administrative support: 3 years (Preferred)
Work Location: In person