Administrative/Executive Assistant - HYBRID, Jacksonville, FL US Applicants Only - 63222223402

Senior Executive & Commercial Project Coordinator

Position Title: Senior Executive & Commercial Project Coordinator

Department: Executive Support & Commercial Operations

Employment Type: Full-Time Contractor

Location: On-site hybrid - 3 days off site 2 days on (Open to talent in Jacksonville, Florida USA )

Working Hours: Full-Time (US Time Zone Overlap / Business Hours Alignment)

Target Compensation: $1,800 – $2,000 USD / month (Dependent on region and depth of commercial experience)

Position Overview

We are seeking a seasoned, highly mature Senior Executive & Commercial Project Coordinator to serve as the key operational manager and primary client liaison for our leadership team.

This role requires a unique combination of high-level executive inbox management and confident, direct commercial communication . You will take complete ownership of executive correspondence, monitoring, prioritizing, and drafting prompt responses to inbound work emails on behalf of leadership. Simultaneously, you will act as the firm's outward voice to general contractors, commercial developers, and landscape architects—confidently handling phone conversations, following up on major bids, and delivering warm, professional client relation calls when large commercial projects are awarded.

We are looking for an established professional with a mature business presence who can command respect on the phone with construction stakeholders while maintaining ruthless organization behind the scenes.

Key Responsibilities

1. Executive Inbox Management & Correspondence

• Inbox Operations: Actively monitor, triage, and manage executive email channels in real-time to ensure zero dropped communications and rapid response times. This person will support the founder as all emails to him will come to this hire. Responsible for responding, escalations, and general inbox management. 
• Professional Drafting: Draft and send clean, confident, and professional email responses on behalf of leadership to clients, subcontractors, and vendors.
• Follow-Up System: Maintain a proactive follow-up log for pending bids, client inquiries, change orders, and urgent operational requests.

2. Commercial Client Relations & Vendor Liaison

• High-Volume Commercial Phone Outreach: Confidently make and receive outbound/inbound phone calls with general contractors, commercial developers, municipal planners, and field managers.
• Contract Award Outreach: Serve as the personal contact who reaches out to clients upon project awards to deliver professional gratitude, confirm project kickoffs, and set early tone and expectations.
• Bid & Proposal Tracking: Follow up on submitted commercial bids and project estimates, gathering feedback and reporting status updates back to leadership.
• Relationship Management: Maintain warm, long-term relationships with key accounts, commercial partners, and site contacts.

3. Administrative & Project Support

• Calendar & Meeting Oversight: Coordinate project meetings, site visit schedules, and phone briefings.
• Basic Document Coordination: Keep project files, bid confirmations, and commercial contact sheets organized across Google Workspace / Microsoft 365.

Candidate Profile & Qualifications

Experience & Professional Background:

• Mid-to-Senior Career Professional: 8–15+ years of established administrative, executive support, or project coordination experience—ideally within construction, commercial landscaping, civil engineering, trades, or real estate development .
• Commercial Polish: Strong phone presence with the poise, confidence, and "thick skin" required to interact effectively with commercial site managers and general contractors.
• Excellent English: Fluent English required. An understanding or ability to relate to Southern US Customers and/or vendors is helpful. 
• Executive Presence: High executive maturity, discretion, and reliability—capable of representing leadership without micro-management.

Technical & Soft Skills:

• Fluency: Flawless, accent-neutral spoken English and exceptional business writing skills.
• Inbox Efficiency: Expert knowledge of Gmail / Outlook workflows, rules, and priority management.
• Tech Setup: Dedicated home office setup with high-speed internet, power backup, and a noise-canceling headset.