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

Senior Executive & Commercial Project Coordinator

Industry / Sector: Commercial Landscaping & Site Operations

Location: Jacksonville, Florida (Hybrid: 2 Days Onsite, 3 Days Remote)

Compensation: $23.00 – $28.00 / hour ($47,840 – $58,240 USD / year)

Type: Full-Time

About the Role

Our client, a leading commercial landscaping and site operations firm based in Jacksonville, FL, is hiring a seasoned, highly proactive Senior Executive & Commercial Project Coordinator to serve as the key operational right-hand to their Founder & Principal.

In a fast-moving commercial landscaping and site construction business, leadership's biggest operational bottleneck is communication latency. The Founder needs dedicated, high-touch support to manage his inbound and outbound communications, manage client expectations, and keep project schedules tight.

This role requires a unique combination of proactive inbox management, high-volume call handling, and air-tight scheduling. You will take complete ownership of executive correspondence, monitoring, prioritizing, and responding to client emails and text messages on behalf of leadership. Simultaneously, you will act as the firm's primary phone liaison to clients, general contractors, commercial developers, and landscape architects—confidently returning phone calls, managing the calendar, following up on major bids, and ensuring zero communication gaps.

What You’ll Do

1. Communication Management & Executive Triage (Primary Focus)

• Real-Time Inbox & Text Management: Actively monitor, triage, and manage the Founder's email channels and client text threads in real-time. Draft and send crisp, professional, and timely responses to prevent dropped leads or stalled project updates.

• Inbound & Outbound Phone Calls: Confidently return calls, conduct outbound follow-ups, and serve as the main voice of the firm to clients, subcontractors, vendors, and field contacts.

• Rapid Follow-Up Execution: Maintain a rigorous follow-up log for client inquiries, pending commercial bids, change orders, and urgent operational requests.

2. Calendar Oversight & Commercial Operations

• Strict Schedule Alignment: Take complete ownership of the Founder's calendar—scheduling client briefings, site walkthroughs, vendor meetings, and internal operational check-ins to ensure he stays on track.

• Bid & Award Follow-Ups: Serve as the direct contact who reaches out to clients upon project awards to deliver professional appreciation, confirm project kickoffs, and lock in early timeline expectations.

• Relationship & Account Care: Maintain warm, clear, and professional long-term relationships with key accounts, commercial developers, and site managers across the Jacksonville area.

What They’re Looking For

• Local Jacksonville Presence: Based in or near Jacksonville, FL, and able to work onsite 2 days per week (with 3 days remote).

• Communication Ownership: Proven ability to step in, take charge of an executive’s communication channels, and ensure emails, text messages, and phone calls are answered rapidly.

• Commercial & Trade Poise: Strong phone presence with the confidence, poise, and thickness of skin required to interact effectively with general contractors, commercial developers, and trade vendors.

• Native English Fluency: Excellent written and verbal communication. Natural familiarity with Southern U.S. business communications and regional commercial norms is highly valued.

• Administrative Maturity: 5–10+ years of established executive assistant, project coordination, or office management experience—ideally within commercial landscaping, construction, trades, or real estate development.

• Tech Stack Proficiency: High comfort using Google Workspace, Outlook, mobile texting platforms, and CRM/scheduling tools.

Nice-to-Haves

• Direct background in Commercial Landscaping, Civil Construction, or Subcontractor Logistics .

• Prior experience supporting a high-energy founder or business owner in a field-heavy service business.