Executive Coordinator Job at The O'Connor Group, Buffalo, NY

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  • The O'Connor Group
  • Buffalo, NY

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,

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