Executive Operations Coordinator

EXECUTIVE OPERATIONS & ADMINISTRATIVE COORDINATOR

Full‑Time Job Human Resource Management, Human Resource Management

• $62,500 annual salary
• Up to $1,500 quarterly performance bonus opportunity ($6,000 annually)
• Health insurance allowance
• 12 PTO days annually
• 6 paid holidays

Entrust One is a facility services company providing commercial cleaning, event support, power washing, landscaping, garage cleaning, post‑event cleanup, and facility maintenance services for commercial, corporate, and event‑based clients.

We are seeking a highly organized, dependable, and proactive Executive Operations & Administrative Coordinator to become an indispensable part of our operation.

This individual will serve as a central hub between executive leadership, clients, field operations, employees, vendors, and administrative functions while helping ensure that day‑to‑day business activities run smoothly and efficiently.

The successful candidate will work directly with company leadership, including the president, sales leadership, and operations personnel. They will be trusted with a wide variety of responsibilities involving invoicing, bookkeeping support, employee onboarding, payroll coordination, client communication, operational follow‑through, and office administration.

This position is ideal for someone who enjoys creating order, takes ownership of their responsibilities, follows through on commitments, and wants to build a long‑term career with a growing company.

As this individual grows into the role, they will receive direct mentorship and training from the person currently managing many of these responsibilities, with the long‑term goal of gradually assuming ownership of key operational and administrative functions, creating opportunities for increased responsibility and professional growth within the organization.

• Generate and distribute invoices accurately and on schedule
• Follow up with clients regarding outstanding invoices and collections
• Support accounts receivable and bookkeeping functions
• Assist with Quick Books data entry and record management
• Coordinate employee onboarding documentation and records
• Assist with payroll preparation, timesheet collection, and payroll support
• Prepare work orders and operational documentation
• Coordinate communication between leadership, clients, field personnel, and vendors
• Order office and operational supplies as needed
• Track deadlines, action items, and follow‑through to ensure projects and operational initiatives remain on schedule
• Provide administrative and project support to executive leadership while helping maintain efficient day‑to‑day office operations

• Experience in administration, operations coordination, office management, bookkeeping, payroll support, or project coordination
• Associates or College degree preferred
• Proficiency in Microsoft Excel, Outlook, Word, and Teams
• Quick Books experience preferred
• Excellent written and verbal communication skills
• Strong organizational and time‑management skills
• Ability to manage multiple priorities simultaneously
• Bilingual English/Spanish is a plus
• Ability to exercise discretion and maintain confidentiality when handling sensitive employee, financial, and business information

• Dependable and accountable
• Strong sense of ownership
• Highly organized and detail‑oriented
• Deadline‑driven and proactive
• Strong communication and follow‑through
• Curious and willing to learn
• Positive attitude and team‑oriented mindset
• Someone seeking a long‑term career opportunity
• Demonstrated ability to proactively identify needs, follow through on commitments, and bring tasks to completion with minimal oversight