Executive Support Coordinator Position Overview
D.B. Lunt Electrical Contractors is seeking a highly motivated, detail-oriented, and results-driven Executive Support Coordinator to support company leadership and help drive day-to-day operations.
This is not a traditional administrative role. We are looking for a self-starter who thrives in a fast-paced environment, takes ownership of responsibilities, and can execute tasks with minimal supervision. The ideal candidate is confident, resourceful, highly organized, and capable of managing multiple priorities while maintaining exceptional attention to detail.
This position serves as a critical support role to the management team by filling operational gaps, ensuring tasks are completed accurately and on time, and helping the company maintain efficiency as we continue to grow. The successful candidate will be comfortable wearing many hats, making independent decisions, communicating professionally with customers and vendors, and following through until tasks are fully completed.
Key Responsibilities
Executive & Administrative Support
- Provide direct administrative support to company leadership.
- Manage multiple projects, priorities, and deadlines simultaneously.
- Coordinate schedules, meetings, appointments, and follow-up activities.
- Prepare reports, spreadsheets, correspondence, and company documents.
- Maintain confidential business and employee information.
- Assist with special projects and company initiatives as assigned.
- Anticipate needs and proactively solve problems before they impact operations.
Customer Relations & Collections
- Make outbound calls to customers regarding outstanding invoices and past-due accounts.
- Follow up professionally and persistently on unpaid balances.
- Maintain accurate collection notes and payment records.
- Coordinate with accounting and management regarding payment arrangements.
- Build and maintain positive customer relationships while protecting company interests.
Business Development & Sales Support
- Make outbound calls to prospective customers, contractors, property managers, and business partners.
- Establish new business relationships and generate potential sales opportunities.
- Maintain lead tracking and follow-up systems.
- Assist management with sales initiatives and customer outreach campaigns.
- Schedule meetings and appointments with prospective clients.
Permits, Utilities & Compliance- You will be cross trained in this, this will not be part of your daily responsibilities but you will from time to time be asked to step in and pull a permit or CRS and will need to be able to execute this flawlessly.
- Pull permits with local municipalities.
- Maintain permit tracking systems.
- Schedule inspections and follow up on approvals.
- Coordinate with utility providers including Eversource, NPU, and other agencies.
- Maintain compliance records and documentation.
- Assist with Fire Marshal compliance requirements and inspection records.
Office Duties
- Assist in Maintaining organization of physical and digital filing systems.
- Maintain professional office appearance and efficiency.
- Support company events, meetings, and internal initiatives.
Daily/Weekly Responsibilities
- Review and prioritize assigned tasks and projects.
- Daily Update to company tracking systems and databases to reflect current daily metrics.
- Follow up on outstanding customer, vendor, and employee requests.
- Conduct collection calls and business development outreach.
- Complete special projects assigned by leadership.
- Provide status updates on open items and completed work.
- Provide management with a Daily Job Completed task list
Expectations for Success
To be successful in this role, you must:
- Maintain a high level of professionalism and confidentiality.
- Take ownership of your responsibilities without requiring constant direction.
- Demonstrate strong initiative and problem-solving skills.
- Execute tasks quickly, accurately, and completely.
- Be comfortable making decisions and taking action independently.
- Communicate confidently with customers, vendors, employees, and leadership.
- Stay organized while managing multiple competing priorities.
- Follow through on commitments and ensure nothing falls through the cracks.
- Adapt quickly to changing priorities and business needs.
- Maintain a positive, solution-oriented attitude.
Ideal Candidate Traits
We are looking for someone who:
- Is highly dependable and accountable.
- Thrives in a fast-paced environment.
- Has excellent written and verbal communication skills.
- Is confident making outbound phone calls and initiating conversations.
- Is comfortable collecting past-due balances and handling difficult conversations professionally.
- Possesses strong computer and technology skills.
- Learns quickly and can work independently.
- Thinks critically and finds solutions without waiting for instructions.
- Takes pride in producing high-quality work.
- Understands the importance of urgency and follow-through.
- Wants to be part of a Growing team.
Preferred Qualifications
- 3+ years of administrative, executive assistant, operations coordination, or similar experience.
- Experience in construction, service, contracting, or trade industries preferred.
- Experience with Microsoft Office, Excel, Outlook, QuickBooks, Trello and cloud-based software.
- Strong organizational and project management abilities.
- Experience handling customer service, collections, or sales support activities.
Impact of the Role
This position is critical to the continued growth and success of D.B. Lunt Electrical Contractors. The person in this role will help bridge operational gaps, support company leadership, improve efficiency, strengthen customer relationships, and ensure important tasks are completed without constant oversight.
The right candidate will become a trusted extension of the team and play a significant role in helping the company continue to grow and operate at a high level.
Pay: From $22.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Professional development assistance
Work Location: In person
