Senior Executive Assistant & Operations Coordinator

$80,000-$95,000 annually

Are you the person others trust to keep things organized, follow through, and get important work finished?

Azimuth Contracting, LLC is a veteran‑owned facilities management and government‑contracting company supporting healthcare operations, including facilities services, break‑fix repairs, fire‑ and life‑safety coordination, and construction‑related work for veteran healthcare facilities.

We're seeking a Senior Executive Assistant & Operations Coordinator to work directly with ownership as the administrative backbone of a growing company. Reporting to the COO and working closely with the CEO and field team, you'll organize priorities, build practical systems, manage follow‑up, and personally execute important business‑support work.

This is a high‑trust, hands‑on, Westchester‑based role for an experienced professional who can independently organize work, build systems, follow through, and personally complete important administrative and operational tasks.

Azimuth is intentionally small and practical—not a large corporation with layers of departments and narrow job boundaries. You'll work directly with ownership, see how decisions become action, and understand how your work affects the company, field team, clients, and future growth.

Our team consists of two owners, a field project manager, a field supervisor, managing roughly 10–20 projects per year. That lets us build practical, repeatable systems rather than bureaucracy.

Some days involve paperwork, data entry, and document follow‑up. Others involve preparing a purchase order, organizing subcontract paperwork, entering field records, or improving a Planner workflow. We need someone who enjoys the work, takes ownership, and makes the next occurrence easier.

This is not a receptionist or people‑management position—it's a senior, hands‑on individual‑contributor role with no direct reports. You'll personally prepare documents, build and maintain workflows, enter information, maintain records, follow up with others, and bring routine work to completion. Leadership retains final financial, contractual, and strategic decisions.

• Use Microsoft Planner as the central record for priorities, deadlines, and follow‑up.
• Turn emails, meetings, and field information into clear tasks with owners, due dates, and files.
• Build task lists so the team can pull work from an active system instead of verbal reminders.
• Track deadlines and blockers; raise issues early when leadership input is needed.
• Provide concise updates to ownership at key decision points.
• Use approved AI tools for task creation, summaries, and draft communications, reviewing all outputs for accuracy.

• Populate subcontract templates and attach scopes of work from leadership.
• Prepare contract‑administration packages for review, routing, signature, and filing.
• Track outstanding signatures, certificates of insurance, endorsements, and waivers of subrogation.
• Follow up persistently with subcontractors and vendors on missing information.
• Maintain organized contract, vendor, and project‑administration files.
• Escalate coverage questions or unresolved risks to the COO.

• Prepare estimates, purchase orders, and invoices in Quick Books per company procedure.
• Support booking transactions once approvals and documentation are complete.
• Coordinate orders for supplies, materials, and equipment; track deliveries and receipts.
• Occasionally process client credit‑card payments by phone (about once monthly).
• Protect confidential financial information; ownership retains pricing, accounting, and final approval authority.