Executive Coordinator

Mechanical Engineering Construction Corporation - Catonsville, MD

Full-time

MECHANICAL ENGINEERING & CONSTRUCTION CORPORATION

POSITION DESCRIPTION

Job Title: Executive Coordinator Department: Administration

Supervisor: Principals Pay: Salaried

POSITION SUMMARY
The Executive Coordinator provides high-level administrative support and coordination for the
principals and the leadership team. This employee plays a vital role in the company by managing
schedules, calls and correspondence for the principals, setting up company meetings and
communications, conducting research, preparing statistical reports and verifying charges, handling
travel arrangements, logistics and expense reports, and responding to issues and requests. The
Executive Coordinator reports to the Principals and partners with the other leadership team members and department staff to achieve the overall company goals.

ESSENTIAL FUNCTIONS
Provides professional and helpful guidance and support to the principals, the customers, employees and vendors of the company. Ensures that policies and procedures are simplified, standardized, and maintained to provide clear guidance on how various elements of the business are managed. Appropriately train back up staff to handle duties in their absence.

ADDITIONAL RESPONSIBILITIES

  • Prepare presentations, reports, memos, letters and other correspondence and handle

appropriate distribution.

  • Answer phone calls and direct calls to appropriate parties or take sufficient messages to

achieve quick resolution.

  • Record and distribute meeting outcomes and follow up action items for key leadership

meetings and discussions.

  • Greet visitors and determine whether they should be given access to principals.
  • Read and analyze incoming memos, submissions, and reports to determine their significance,

plan their distribution and coordinate completion of appropriate actions.

  • Perform general office duties such as ordering supplies and maintaining records management

database systems.

  • Oversee the utilization of the outside IT organization and appropriate equipment

requirements.

  • Coordinate sales team initiatives and reporting, including RFPs, billing, and sales

commission reporting.

  • Fleet management to include top level tracking of the vehicles and capturing out year needs

with input from the operations leader.

  • Customer collections that have escalated beyond sales reaching out to their contact.
  • Management of all contract and agreement documents and corresponding schedules,

including working with outside legal representative regarding any approved changes to
existing documents (i.e., Master sub contract).

  • Track and maintain all required business permits and licenses.
  • Build and maintain rapport and positive working relationships with all functional areas within

the organization.

  • Keep principals informed as appropriate and requested.

EDUCATION AND EXPERIENCE

  • Minimum of five years’ experience as an executive assistant.
  • A degree in business preferred but years of experience utilizing business skills may be a

sufficient offset.

  • Understanding of the commercial HVAC industry and mechanical construction preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

  • Computer literacy including strong proficiency in MS Office 365 and knowledge of business

intelligence software.

  • Self-starter that can creatively think out of the box to provide solutions.
  • Strong interpersonal skills and self-composure in stressful situations.
  • Collaborative and inclusive style that is effective and creditable.
  • Detail oriented with strong time management and organization skills.

PHYSICAL AND MENTAL JOB REQUIREMENTS

  • Typical office conditions
  • Strong sense of confidentiality for company projects and policy requiring the highest level of

discretion.

  • High-level of professional conduct both internally and externally with clients and vendors.

WORKING CONDITIONS

  • Occasional travel to warehouse, VA office and potential jobsites.

NOTE: This job description describes the reporting relationship, the essential functions of the job
(duties/tasks/responsibilities), and additional job requirements including: education/experience,
knowledge/skills/abilities and physical/mental job requirements. From time-to-time, employees may be required to perform other duties as assigned.

Job Type: Full-time

Experience:

  • Admin: 5 years (Preferred)

Education:

  • Associate (Preferred)

Location:

  • Catonsville, MD (Preferred)