About the Role
We are a growing commercial Maintenance services company looking for a highly organized and proactive Admin Executive Assistant / Marketing Coordinator to support Two business owners and help drive daily operations and growth.
This is a hands-on, multi-functional role that combines administrative support, operations coordination, and marketing execution.
You will work directly with the owner and play a key role in keeping the business organized, efficient, and growing.
Key Responsibilities
Not Limited To:
Administrative & Executive Support
• Manage scheduling, calendar, and daily priorities
• Create and distribute communications to other staff members
• Organize emails, documents, and internal files
• Assist with preparing proposals, RFP’s, reports, and client communications
• Audit Invoices created by team for accuracy.
• Coordinate with vendors, subcontractors, and team members
• Track tasks and follow-ups using tools like Asana or Google Calendar
• Support general office operations and organization
• Help With Job Posting for other service departments
• Work With Payroll department as needed as situations arise
• Create company memos and emails to crews
• Help coordinate company events such as Christmas parties, Thanksgiving, etc.
Marketing & Business Development
• Assist in planning and executing marketing campaigns
• Help with outreach to commercial clients and property managers
• Support social media content (before/after projects, job sites, etc.)
• Coordinate flyers, email campaigns, and local marketing efforts
• Attend Trade Shows with Staff
• Help maintain and update website and marketing materials
• Track leads and support follow-up efforts
• Keep a calendar and track of all projects bid due dates, request records, etc.
• Assist with drafting proposals and bids
• Search For bidding opportunities that fit our scope of services
Operations Support
• Assist with project coordination and scheduling
• Help organize service requests and work orders in a support role
• Support internal process improvements and SOP organization
• Help Create SOP’S
• Create meeting agendas, prepare handouts, schedule training, schedule team meetings,
• Take notes in meetings and take care of all follow ups from meetings.
• Assist with vendor and subcontractor coordination
• Assist and support certified payroll data entry into systems and software’s
• Audit sub-contractor files
• Make Returns
• Follow up on refunds
Who We’re Looking For
• Extremely organized and detail-oriented
• Reliable and able to follow through on tasks
• Comfortable working in a fast-paced, hands-on environment
• A self-starter who takes initiative without constant direction
• Strong communicator (written and verbal)
• Tech-savvy and able to learn systems quickly
• Ability to keep track and record of all tasks in an organized fashion
*Bilingual (Spanish/English) is a strong plus
*Must Be able to travel to our Thornton warehouse a few times per month
* Clean driving record
*Able to pass background check
Preferred Experience (Not Required for All)
• Administrative or personal assistant experience
• Marketing coordination or social media experience
• Experience with tools like Google Workspace, Canva, QuickBooks, or CRM systems
• Experience working in small business or service-based industries
Schedule & Compensation
• Part-time or full-time depending on candidate
• Hourly pay based on experience
• Opportunity for growth as the company continues to expand
• Monday – Friday
Why This Role
• Work directly with the business owners
• Gain experience in both operations and marketing
• Be part of a growing company with long-term opportunities
• Opportunity to grow into a larger role over time
How to Apply
Please submit:
• Your resume
• A short paragraph about why you’re interested in this role
• Any relevant experience (admin, marketing, or both)
*Please note rate is negotiable depending on experience
Frequently Asked Questions (FAQ)
Is this position remote?
No, this is an in-person role with some flexibility as needed.
• Is bilingual (English/Spanish) required?
No, bilingual skills are not required, but are considered a plus.
• Will you consider part-time candidates?
Yes, we are open to both part-time and full-time candidates.
• How is pay structured?
Compensation is paid on a biweekly basis.
• Do you offer health insurance?
At this time, health insurance benefits are not offered.
• Are there any additional benefits?
Yes, we offer sick pay, paid time off (PTO), and vacation time.
Principals only. Recruiters, please don't contact this job poster.