Executive Operations Coordinator (FL)

EXECUTIVE OPERATIONS COORDINATOR

POSITION SUMMARY

The Executive Operations Coordinator provides comprehensive administrative, operational, and financial coordination support to the Owner of NexGen Enterprises, serving as a trusted point of contact across internal and external communications and ensuring that daily operations, projects, and financial processes run with precision, accountability, and a forward-thinking mindset. This role is data-driven at its core, pushing accountability and financial visibility across all service lines and directly supporting the leadership team in translating operational activity into clear, actionable information.

ABOUT NexGen ENTERPRISES

NexGen Enterprises is a multi-division professional services company headquartered in West Palm Beach, Florida, delivering land surveying, asset management, IT development, digital marketing, real estate services, capital funding, and power solutions to clients across the country. Their specialized divisions, including NexGen Land Solutions, NexGen Power Solutions, NexGen Marine Specialists, and NexGen Real Estate Services, are supported by a proprietary technology platform that manages projects seamlessly from field to finish. With over four decades of combined expertise, NexGen Enterprises brings precision, affordability, and industry-leading professionals together to deliver exceptional outcomes for every client they serve.

SUCCESS LOOKS LIKE

• Daily operations run smoothly and the Owner’s time is protected, because every follow-up, deadline, and pending item is tracked, acted on, and never left without a clear owner and a defined timeline.
• Financial records, vendor invoices, accounts payable and receivable, and monthly summaries are consistently accurate and on time, giving the Owner clarity into every service line at all times.
• The leadership team — including the Director of Operational Excellence and division leads — receives timely, data-driven inputs that allow them to make decisions, move projects forward, and hit financial targets without having to chase information.
• The role grows with the company, with the coordinator actively identifying opportunities to improve processes, eliminate friction, and take on increasing responsibility as NexGen builds out structure and scales.

OBJECTIVES

• Build, maintain, and distribute agendas for all recurring internal meetings, ensuring every session has a clear purpose, pre-read materials, and defined follow-up owners before it begins.
• Track business goals, project milestones, and outstanding action items across departments, following up proactively to ensure deadlines are met without the Owner having to chase.
• Push accountability across all service lines by monitoring financial performance data, surfacing variances or risks early, and ensuring that Robert Evans, Wyatt Poff, and division leads have the information they need to act.
• Assist with daily accounting and bookkeeping functions including invoice processing, expense categorization, accounts payable and receivable management, and bank and credit card reconciliation.
• Prepare and deliver monthly financial summaries, operational reports, and data-driven performance snapshots that give leadership a clear, current view of the business at all times.
• Work closely with the company accountant to prepare documentation for tax filings, audits, and financial reviews, ensuring records are accurate, organized, and audit-ready at all times.
• Screen and prioritize incoming calls, emails, and correspondence, responding or redirecting as appropriate and ensuring the Owner is only pulled into communications that require direct involvement.
• Draft, review, and edit correspondence, reports, presentations, and other business documents on behalf of the Owner with accuracy, professionalism, and attention to voice and intent.
• Coordinate cross-departmental communications to support smooth workflow, serving as a liaison between the Owner and internal staff, clients, and external partners.
• Manage vendor relationships, service agreements, and contract renewals, researching and obtaining quotes for equipment, supplies, and services as needed.
• Maintain and organize company records including business licenses, insurance policies, certifications, and confidential files in both digital and physical formats.
• Support the implementation and ongoing maintenance of company policies, procedures, and administrative systems, identifying opportunities to improve efficiency and recommending process improvements proactively.

COMPETENCIES

• Data-driven and financially fluent, with the ability to work through financial models, interpret performance data across service lines, and communicate what the numbers mean in clear, actionable terms for the leadership team.
• Exceptionally organized, with a demonstrated instinct for structure, systems, and agendas — someone who believes a well-run meeting starts with a well-built agenda and that no action item should ever be left without an owner.
• Highly confident and professional on the phone, with the ability to initiate outbound calls, ask direct questions, gather information, and represent the Owner and NexGen with clarity and credibility in every conversation.
• Growth-oriented and revenue-minded, approaching every responsibility with the understanding that the role exists to help the business grow, not just to manage tasks.
• Proactive communicator who keeps internal and external stakeholders informed, follows up without being asked, and surfaces issues early rather than waiting until a deadline is at risk.
• Skilled at connecting people to data — able to walk team members through reports, financial models, and operational dashboards in a way that drives decisions rather than confusion.
• Adaptable and open to new systems and processes, thriving in an organization that is actively building structure and embracing the opportunity to grow alongside it.
• Discreet and trustworthy in handling confidential business and personal information, maintaining the highest standard of professionalism in every situation.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in business administration, finance, operations, or a related field is preferred.
• 2+ years of experience in an executive assistant, operations coordinator, or office management role, with demonstrated exposure to both administrative and financial coordination responsibilities.
• Proficiency with standard business tools including Microsoft Office or Google Workspace, accounting software such as QuickBooks, and project tracking or CRM platforms.
• Demonstrated ability to communicate confidently by phone, managing outbound and inbound calls with professionalism, purpose, and the ability to gather or relay critical information accurately.
• Experience working with financial data, operational reporting, or performance dashboards in a business environment is strongly preferred.

PHYSICAL REQUIREMENTS

• This is a full-time, office-based role with primary work conducted from NexGen Enterprises' West Palm Beach, Florida headquarters, with occasional availability to support site visits, events, or off-site meetings.
• Must be able to perform standard office physical demands including extended desk and computer work, phone-based communication, and document management throughout the workday.
• Occasional availability outside standard business hours may be required to support the Owner during high-priority periods, project deadlines, or time-sensitive business needs.

WORKING CONDITIONS

This is a full-time role with a preference for candidates based in Fountain Hills, Arizona or Florida. The position operates on a remote or hybrid schedule, with availability to travel for site visits, leadership meetings, or business needs as required. Standard working hours are 10:00 AM to 7:00 PM Eastern, Monday through Friday. NexGen Enterprises is a results-oriented organization — team members are expected to bring the energy, ownership, and flexibility that building a growing company requires, which may occasionally include availability outside standard hours during high-priority periods or time-sensitive business needs.

COMPENSATION & BENEFITS

Compensation is competitive and commensurate with experience, with a base salary and an on-target earnings structure that rewards performance and growth. Benefits may include health insurance, retirement plans, paid time off, and significant opportunities for professional advancement as NexGen scales.

COMMITMENT TO DIVERSITY

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, NexGen Enterprises recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners.

If this position caught your eye, send us your resume! For best consideration, include the job title and source where you found this position in the subject line of your email to View email address on us.fitly.work. Already a NexGen Enterprises candidate? Please connect directly with your recruiter to discuss this opportunity.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in West Palm Beach, FL 33405