Executive Support Coordinator

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Summary

The Executive Support Coordinator is the main administrative contact for General Services. Key duties include intaking and prioritizing facility work requests, coordinating equipment and supply purchases, compiling procurement card documentation, and monitoring the department's operational budget. The role also manages the department website, maintains digital files, and processes contract payments.

Essential Duties And Responsibilities

• Serves as the main administrative point of contact for General Services (Purchasing, Facility Services, and Construction Services), overseeing calendar management, meeting coordination, and the coordination and response to mail, phone, and email correspondence
• Professionally receives facility service requests from City departments, researches HVAC temperature issues in the City's building automation system, ensures that a corresponding work order is created, and coordinates emergency support when required
• Manages departmental procurement activities in compliance with City purchasing rules, including product research, obtaining quotes, ensuring use and compliance with annual contract when applicable, preparing requisitions, and processing invoices
• Compiles documentation to support department procurement card transactions
• Administers the contract payment process for Construction Services, verifying that invoices are received monthly and processed promptly for all active contracts
• Manages the maintenance of Facility Services and Construction Services digital files, ensuring timely updates, logical organization, and efficient retrieval for departmental use
• Oversees the inventory, organization, and procurement of departmental office and breakroom supplies
• Monitors the department’s operational budget, ensuring expenses are correctly allocated and sufficient funds are available for planned purchases
• Maintains the General Services department web pages, ensuring all information is current and accurate
• Follows City policies, procedures, and safety guidelines
• Performs other duties as assigned
  
  
  

Minimum Qualifications

• Combination of education and experience equivalent to a Bachelor's degree in Business Administration, Accounting, Finance, or related field
• Five (5) years of experience in accounting, finance, project management, executive support, or related field
• Demonstrated advanced proficiency with Microsoft Office Suite
  
  
  

Preferred Qualifications

• Familiarity with public procurement, contract administration, or municipal budgeting
• Demonstrated experience in preparing presentations for internal and external audiences
• Basic understanding of the mechanical operation of a heating, ventilation, and cooling system
  
  
  

Certifications, Licenses and Registrations

• Valid driver's license
  
  
  

Thank you for your interest in the position. Please note only those selected for an interview will be contacted.