Job Description
Executive Assistant & Front Desk Coordinator
Position Overview
We are seeking a highly organized and professional Executive Assistant & Front Desk Coordinator to serve as the first point of contact for our company while providing direct administrative support to leadership. This role is critical to keeping office operations running smoothly and supporting construction project teams with coordination, documentation, and communication. The ideal candidate thrives in a fast-paced mechanical contracting environment, is detail-oriented, and can manage multiple priorities with discretion and professionalism.
Key Responsibilities
- Greet clients, vendors, inspectors, and visitors in a professional and welcoming manner
- Answer, screen, and route incoming calls and messages
- Manage incoming and outgoing mail, deliveries, and shipping coordination
- Maintain a clean, organized, and professional front office environment
- Manage calendars, schedule meetings, and coordinate conference room availability
- Provide administrative support to executive leadership (calendar management, travel arrangements, meeting prep)
- Assist with preparing and formatting proposals, contracts, and project documentation
- Support project teams with document control, including organizing submittals, RFIs, change orders, and closeout files
- Assist with onboarding paperwork for new hires, including tracking required documentation and certifications
- Coordinate and track office and field staff training schedules, safety meetings, and required compliance documentation
- Assist with vendor management, including tracking vendor contact information, W-9s, COIs, and subcontractor paperwork
- Support accounts payable/accounts receivable functions by routing invoices, tracking approvals, and maintaining records
- Help manage service calls or customer requests by directing them to the appropriate internal team
- Maintain company directories, contact lists, and internal communication updates
- Order and manage office supplies, uniforms/PPE requests, and coordinate with office vendors
- Assist with organizing company vehicles and fleet documentation (registrations, insurance, maintenance records) as needed
- Support project closeout processes by tracking required documentation and turnover packages
- Maintain organized digital and physical filing systems for contracts, permits, insurance, and project records
- Coordinate company events, internal meetings, and client/vendor visits
Qualifications
- 5+ years of administrative, executive assistant, or office coordination experience
- Strong communication and customer service skills
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
- Ability to multitask and prioritize effectively in a fast-paced environment
- Strong attention to detail and follow-through
- High level of professionalism and discretion when handling confidential information
- Experience in construction, mechanical contracting, plumbing, HVAC, or related industries is strongly preferred
- Familiarity with construction documentation (submittals, RFIs, change orders, purchase orders) is a plus
- Experience using Procore, Bluebeam, DocuSign, or similar construction software is a plus
Preferred Traits
- Highly organized and proactive with strong problem-solving skills
- Comfortable communicating with executives, project managers, foremen, and vendors
- Reliable, adaptable, and able to work under deadlines
- Team-oriented mindset with a willingness to jump in where needed
- Professional presence and strong interpersonal skills
Work Environment
- Office-based role with regular interaction with field personnel, vendors, and clients
- Fast-paced construction environment with shifting priorities and deadlines
- May require occasional overtime based on business needs