Executive Administrative Coordinator for Electrical/ Integration Contractor

Job Title: Executive Administrative Coordinator

Key: (* = Critical Titled Section of Role & - = Critical Sub-Sections of Role)

*Location: Fully Remote

*Hours/ Schedule: Must be able to work 8-10 hours starting at 5 am or 7 am Pacific Standard Time Zone; 5 days a week.

*Reports To: CEO / Ownership

*Role Level: Senior Executive Support – High-Level Accountability - Executive Administrative Coordination of company operations. (VERY IMPORTANT ROLE)

*Position Overview:

The Executive Administrative Coordinator is the primary facilitator for the company’s executive operations. This is a high-impact role requiring a "super-user" of technology who can navigate a complex web of software to ensure no project, lead, or compliance requirement falls through the cracks. You will act as the CEO’s right hand, managing high-level communications, coordinating complex project logistics, and maintaining the digital infrastructure that keeps our integration and electrical teams running.

*Key Responsibilities & Tasks:

-1. Executive Support & Communication Management
Inbox & Calendar Mastery: Manage the CEO’s Gmail and calendar, prioritizing high-value meetings and protecting the CEO’s time.

Discord & Google Chat Moderation: Serve as the internal "hub" for communications, ensuring that urgent messages in Discord are routed to the right departments and that Google Chat threads remain organized.

Meeting Facilitation: Attend executive meetings, record minutes in Google Docs, and immediately convert action items into Trello cards for the relevant team members.

-2. Operational Coordination & Project Flow
Trello Architecture: Maintain and optimize the company's pipelines/ boards. Ensure that projects moving through the pipeline are updated, attachments are linked, and deadlines are enforced.

, ensuring that project proposals are organized and that procurement data is ready for the project team.

CRM Oversight: Monitor Zoho and Go High Level to ensure leads are being followed up on and that the sales-to-operations handoff is seamless.

Vendor & Subcontractor Liaison: Manage relationships with suppliers and subcontractors, ensuring all digital "paperwork" (contracts, COIs) is stored correctly in Google Drive.

-3. Washington State Compliance & HR Admin
L&I and Insurance: Manage documentation for WA Labor & Industries (L&I), including workers' comp reporting and safety documentation.

Business Licensing: Ensure all Washington State electrical contractor licenses and local city business licenses are renewed and displayed.

Onboarding via Gusto: Lead the administrative onboarding of new hires, ensuring all documents, tax forms, and benefit enrollments are completed accurately.

Prevailing Wage (If applicable): Coordinate the filing of "Intent to Pay Prevailing Wage" and "Affidavits" via the WA L&I portal for public works projects.

-4. Tech Stack & Digital Asset Management
Software Integration: Act as the first line of support for the company’s tech stack. You must be able to troubleshoot permissions and "talk" to different APIs or integrations between Stripe, QuickBooks, and Go High Level.

Google Drive Organization: Enforce a strict naming convention and folder structure across the entire company's Google Workspace.

Portal Management: Navigate various third-party portals (utility companies, permitting offices, manufacturer portals) to upload documents and pull status reports.

*Required Skills & Experience:

-Digital & Technical Proficiency:

-Expert Level: Google Business Suite (Sheets, Docs, Drive, Gmail), Trello, and Discord.

Intermediate/Advanced: Must be able to quickly learn and navigate

, Zoho, Go High Level, and QuickBooks.

Platform Fluidity: Proven ability to move data between multiple web-based tools and apps without losing accuracy.

Automation Mindset: Experience using or understanding how tools like Zapier might connect your tech stack is a major plus.

-Industry & Regional Knowledge:

Washington State Regulations: Familiarity with WA State employment laws, L&I requirements, and the B&O tax structure.

Contracting Workflow: Understanding of the lifecycle of a construction/integration project (Lead → Quote → Permitting → Install → Closeout).

-Executive Soft Skills:

High Emotional Intelligence: Ability to handle high-pressure situations and maintain a professional "voice" across Discord and Email.

Anticipatory Management: The ability to see a bottleneck coming in Trello or a project delay in

and alert the CEO before it becomes a crisis.

Discretion: Absolute confidentiality regarding payroll data in Gusto and company financials in Stripe/QuickBooks.

-Experience Requirements:

Professional Experience: 5+ years in a Senior Administrative or Operations Coordinator role.

Industry Experience: Minimum 2 years in the Electrical, Integration (AV/Low Voltage), or Construction industry.

Tech-Heavy Background: Must demonstrate a history of managing 5+ concurrent software platforms in a professional environment.

*Why This Role Matters:

In this company, software is our nervous system. The Executive Administrative Coordinator isn't just "doing paperwork"—they are ensuring that our digital systems are healthy, our compliance in Washington State is ironclad, and our executive team is free to lead.

*Secret Note: If you have read this entire description, which is a requirement of earning this position opportunity, add "EMPOWERING" to the subject of your application submission or message to our team about this oppertunity.

We look forward to having you on our team!

;)