What are the responsibilities and job description for the Executive Assistant position at Maxon Drilling?
About the Role
We are looking for a highly organized, proactive, and detail-oriented Administrative Coordinator / Office Manager to support our operations team. This individual will be responsible for overseeing project documentation, supporting field crews, managing employee compliance, and ensuring smooth daily operations across the office.
If you thrive in a fast-paced environment and enjoy keeping things running efficiently behind the scenes, we want to hear from you!
What You’ll DoDaily Responsibilities
- Keep dig tickets up to date and track new jobs needing locates
- Collect and track project information sheets
- Create and maintain digital project files (contracts, info sheets, bonds, etc.)
- Monitor Tsheets for accurate job coding and attendance
- Notify management of late arrivals
- Maintain office cleanliness, supplies, and printer functionality
- Restock coffee bar and restroom supplies
Weekly Responsibilities
- Monitor Fleetio for inspections, registration renewals, and service needs
- Input equipment service records
- Organize job applicants and coordinate with hiring manager
- Maintain employee paperwork and new-hire documents
- Complete certified payroll
- Book weekly hotel accommodations for out-of-town crews
- Prepare new project folders and track upcoming projects needing locates
Monthly Responsibilities
- Assist employees reaching 90 days with benefits enrollment and uniforms
- Maintain employee files and track expirations (driver’s license, medical cards, certifications)
- Ensure DOT compliance (time cards, logs, DVIRs)
- Coordinate safety meetings and file meeting minutes
- Monitor vendor accounts and verify services/billing
- Maintain CCIP requirements
- Purchase monthly employee birthday cards/gift cards
- Order office and safety supplies
Quarterly Responsibilities
- Assist management with company event planning
- Send thank-you cards to all customers serviced in the previous quarter
What We’re Looking For
- Strong organizational and multitasking skills
- Excellent attention to detail
- Ability to manage deadlines and follow structured procedures
- Professional communication skills (email, phone, internal messaging)
- Comfort with digital filing systems and cloud-based tools
- Experience in construction, field services, or fleet management preferred but not required
- Ability to maintain confidentiality with employee and project information
- Positive attitude and willingness to support the team wherever needed
Tools & Systems You’ll Work With
(Experience helpful but not required — training provided)
- Tsheets / timekeeping software
- Fleetio
- Cloud storage & file management (Google Drive, OneDrive, etc.)
- Basic office equipment and supply management
- Vendor account portals
- Payroll systems
Job Type: Full-time
Pay: $49,069.11 - $59,093.98 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $49,069 - $59,094