What are the responsibilities and job description for the Executive Coordinator position at Kirk Bros. Co., Inc.?
Kirk Corporation is a dynamic organization with a commitment to excellence in the construction industry. We are seeking a highly organized and proactive Executive Coordinator to provide comprehensive support to our executive team. This role requires a high level of professionalism, confidentiality, and the ability to manage multiple responsibilities efficiently.
Key Responsibilities
Executive Support
Provide executive-level support to Management.
Manage and direct incoming phone calls for Kirk Corporation executives.
Coordinate and schedule meetings, including preparing documentation and ensuring conference rooms are ready.
Maintain executive calendars and schedule appointments.
Assist in gathering and organizing vendor documents such as W9s.
Handle vendor inquiries regarding invoice payments.
Coordinate meetings with internal teams (KBC, ACI, BMS) and external vendors.
Assist with tax filing preparations and coordinate with the Kirk Corporation accountant.
Support contract review processes, including preparing redlined drafts for negotiations.
Conduct legal research and assist in reviewing legal correspondence.
Plan and coordinate employee events.
IT & Systems Support
Purchase and coordinate setup of new office equipment, including computers.
Act as liaison between employees and Aktion for hardware/software issues.
Maintain an updated database of user login information and technology inventory.
Assist in managing employee IT access, including onboarding and offboarding procedures.
Manage Verizon accounts for multiple business entities.
Insurance & Compliance
Assist with processing and reviewing insurance claims.
Coordinate insurance premium payments with accountants.
Request and distribute Certificates of Insurance (COIs) as needed.
Ensure compliance with vehicle registration and tag renewals.
Support audits, including driver’s license and equipment audits.
Human Resources & Payroll Support
Compile and report monthly EEOC employee hours and new project details.
File monthly I29s and semiannual Applications of Certificates of Compliance.
Manage job numbers and cost codes in Arcoro for project management.
- Track and assign company assets to employees within Arcoro.
Operational & Administrative Support
Order and maintain inventory of office supplies from Staples, Amazon, and specialty vendors.
Handle document deliveries and pickups as needed.
Qualifications & Skills
Proven experience in an executive support or administrative role.
Strong organizational and multitasking abilities.
Excellent written and verbal communication skills.
High level of discretion and confidentiality.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and database management.
Ability to work independently and collaboratively in a fast-paced environment.
Familiarity with legal and financial documents is a plus.
Why Join Us?
Opportunity to work in a dynamic and growing company.
Supportive and collaborative work environment.
Competitive salary and benefits package.
Professional development and growth opportunities.
If you are a motivated and detail-oriented professional looking for a challenging yet rewarding role, we encourage you to apply today!
Kirk Corporation is proud to be an Equal Opportunity Employer and is a member of the Drug Free Safety Program.
Kirk Corporation, a family-formed and based construction firm, recognizes our employees are a valuable resource and our reputation is the most lasting legacy. Having been involved in the construction industry for 55 years, our purpose is to bring to every project a level of professionalism and attention to detail which will exceed the owner's expectations, earning their trust for years to come. Our dedication to integrity, hard work and craftsmanship benefits clients and assures continued success. Our goal is to provide a responsible crew that gets the job done safely, on time and according to specifications.
Companies of Kirk Corporation include:
Kirk Bros. Co., Inc. - Public Works projects including water and wastewater treatment plants. Projects include new building facilities, additions, modifications, and renovations.
ACI Const. Co., Inc. - General Construction, Construction Management, Design-Build and self-perform trades.
Kirk Bros. Masonry, Inc. - Construction and renovation in masonry construction.
Alvada Trucking, Inc. - Commercial and Residential hauling company
Bodie Mechanical Services, Inc. - Electrical and Mechanical services for commercial, industrial, and institutional building projects.
