The O'Connor Group
Executive Coordinator
The O'Connor Group, New York, New York, us, 10261
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 budgetsJob activities: tracking time and materials used on site, managing yard inventory, and reporting job progressPost 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 reportsAsset 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 trackingProvide support to sales team including CRM data entry, trade show coordination, funding program assistance, and reporting sales forecastsManage company's expense tracking applicationManage insurance requirements, including obtaining COI certificates and adding/removing assets to insuranceCollaborate 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 officeServe 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-time
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
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 budgetsJob activities: tracking time and materials used on site, managing yard inventory, and reporting job progressPost 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 reportsAsset 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 trackingProvide support to sales team including CRM data entry, trade show coordination, funding program assistance, and reporting sales forecastsManage company's expense tracking applicationManage insurance requirements, including obtaining COI certificates and adding/removing assets to insuranceCollaborate 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 officeServe 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-time
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