Executive Coordinator

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.