Operations & Executive Coordinator (Construction)

Operations & Executive Coordinator (Construction)

JAXON CONSTRUCTION INC.

Bixby, OK Job Details Full-time $45,000 - $60,000 a year 4 days ago Benefits Professional development assistance Flexible schedule Qualifications Employee onboarding Accounts receivable Microsoft Excel Microsoft Outlook Automation Procedural guides Workflow management (operations management method) Process improvement Executive administrative support Mid-level Improving operational efficiency Personnel records management Client invoicing Attention to detail Task prioritization Financial record maintenance Construction document control Implementing HR recruitment processes Recruiting Construction administrative experience Presentation preparation Managing executive calendars AI Onboarding process management Working on construction projects Roofing Communication skills ChatGPT Generative AI File organization

Full Job Description Job Title:

Operations & Executive Coordinator (Construction & Government Contracting) About Us Jaxon Construction Inc. is a Oklahoma, fast-growing Christian-based federal government contracting company specializing in construction projects nationwide. With an active SBA 8(a) certification and a strong proposal pipeline, we are scaling quickly and need a high-level operator to bring structure, organization, and efficiency to our operations. We strive to operate with integrity, accountability, and a commitment to supporting families and doing business the right way. Position Overview (Read This First) We are seeking a highly organized, tech-savvy Operations & Executive Coordinator to work directly with the Owner and Operations Manager. This is a high-impact role responsible for: Bringing order to a fast-moving company Building systems where none exist Removing the owner as the bottleneck This is NOT a typical administrative assistant role.

You will be expected to:

Take ownership Build processes Improve efficiency Think independently Strong proficiency with ChatGPT and AI tools is

REQUIRED.

You will use AI daily to streamline operations, create systems, and improve workflows across the company. Key ResponsibilitiesOperations & Executive Support Manage and prioritize daily operations for ownership Organize schedules, communications, and key priorities Ensure deadlines and critical tasks are never missed AI & Systems Optimization (HIGH

PRIORITY

) Use ChatGPT daily to: Draft emails, documents, and communications Create SOPs and internal processes Assist with proposal support and documentation Automate repetitive tasks and improve workflows Identify and implement ways to integrate AI into operations Build structured, repeatable systems across the company Government Contracting & Compliance Support SBA 8(a) certification maintenance and reporting Track compliance deadlines and required submissions Maintain organized documentation for audits and contracts Construction Operations Support Assist with submittals, RFIs, and project documentation Coordinate with project managers, subcontractors, and vendors Ensure all documentation is accurate and submitted on time Billing & Financial Coordination Assist with invoicing and pay applications Track receivables and coordinate with accounting Maintain organized financial records HR & Hiring Support Assist with recruiting, screening, and onboarding Maintain employee records and HR documentation Help build hiring systems and processes Process & System Development Create SOPs and scalable workflows Identify inefficiencies and fix them Bring structure to a fast-paced environment Day-to-Day Activities Managing emails, schedules, and priorities for leadership Using ChatGPT to draft documents and build internal systems Tracking proposals, compliance deadlines, and project requirements Coordinating with internal teams and subcontractors Assisting with hiring and HR processes Supporting billing and documentation Creating organization where there is currently none

QualificationsRequired:

Strong proficiency with ChatGPT or AI tools (mandatory) Experience in construction industry (government contracting preferred) Exceptional organizational skills and attention to detail Ability to manage multiple responsibilities independently Strong communication and problem-solving skills Proficiency in Microsoft Office (Excel, Word, Outlook)

Preferred:

Experience with SBA 8(a) program or federal contracting Familiarity with SAM.gov and proposal processes HR or hiring coordination experience Experience building systems or improving workflows What We're Looking For Extremely organized (non-negotiable) Self-starter who takes initiative without being told Comfortable working in a fast-paced, unstructured environment Tech-forward and excited to use AI tools daily Someone who solves problems and builds systems—not just completes tasks Alignment with a values-driven, Christian-based company culture Compensation $45,000 - $70,000 + Performance-Based Bonuses Bonus opportunities tied to: Systems implemented Operational improvements Compliance success Why Join Us Direct access to ownership and decision-making Opportunity to build systems from the ground up High-impact role in a growing federal contracting company Work in a company grounded in strong values and purpose Clear path to grow into operations leadership How to Apply Submit your resume along with: A brief summary of your construction/admin experience Specific examples of how you've used ChatGPT or AI tools in your work Final Note We are not looking for someone to "help." We are looking for someone who can take ownership, build structure, and drive efficiency in a growing company. If that excites you, we want to hear from you.

Pay:

$45,000.00 - $60,000.00 per year

Benefits:

Flexible schedule Professional development assistance Application Question(s): Give a specific example of how you've used ChatGPT or AI tools to improve a workflow, save time, or build a system. What was the result? Tell me about a time you walked into a disorganized or chaotic situation. What did you do to fix it? How do you personally track tasks, deadlines, and priorities across multiple projects? Be specific. Based on everything you've heard about this role, what would you fix first in our company? If you have 10 urgent tasks from different people, how do you decide what gets done first? What role have you played in hiring or onboarding employees? What did you improve? Tell me about a time you took ownership of something that wasn't technically your responsibility.

Work Location:

Hybrid remote in Bixby, OK 74008