Executive Assistant & Operations Coordinator

Job Description

About DB Utility:

We’re a fast-growing utility contractor installing AMI water meters and collectors across the U.S. We value speed, quality, and execution. As our team scales, we’re hiring a sharp, proactive Executive Assistant & Operations Coordinator to support leadership and help the company run smoother behind the scenes.

This isn’t a task-taker role. We want someone who can anticipate needs, own logistics, and grow with us.

Key Responsibilities:

Executive & Leadership Support

Manage calendars, schedule meetings, and flag priorities

Organize inboxes and help draft/respond to communications

Take notes in key meetings, summarize action items, and follow up

Prepare presentations, proposals, and documents for clients or partners

Help enforce accountability across open projects and team to-dos

Travel & Logistics

Book flights, rental cars, Airbnbs/hotels for job sites and conferences

Track travel receipts and categorize expenses

Coordinate equipment rentals (e.g., boom trucks) and mobilizations

Licenses & Compliance

Manage license applications, renewals, and COIs for all states

Track and submit insurance paperwork, utility registrations, and vendor paperwork

HR & Team Support

Coordinate onboarding, benefits documents, and HR paperwork

Keep a pulse on team morale; help organize internal check-ins and occasional morale events

Maintain personnel files and PTO tracking

Accounts Payable & Materials Ordering

Support invoice processing, receipt collection, and vendor payments

Order vests, shirts, signage, and job materials as needed

Maintain and optimize vendor relationships (e.g., bulk discounts, loyalty rates)

Project & Admin Support

Help organize RFP responses and submissions

Maintain internal databases (licenses, projects, vendors, etc.)

Create and improve checklists, SOPs, and workflows

What You Bring:

2+ years in an EA, project coordinator, or small business operations role

Hyper-organized, trustworthy, and process-driven

Comfortable with tools like Google Drive, Excel, Slack, QuickBooks (or can learn fast)

Strong written communication and common sense

Experience in utilities, construction, or logistics is a plus

Why This Role Matters:

You’ll work directly with the owner and leadership team. You’ll reduce the chaos, keep things moving, and make sure nothing slips through the cracks. If you’re sharp, scrappy, and solution-oriented, this is a role you can shape into something long-term.

Company Description

At DB Utility, we specialize in delivering high-quality utility services that prioritize efficiency and customer satisfaction. We are committed to excellence in water management and conservation. Our team of skilled professionals works tirelessly to ensure accurate and reliable water meter installations, contributing to the sustainable use of water resources.

Our mission is to provide exceptional service while fostering a culture of integrity, innovation, and collaboration. We aim to be leaders in the utility services industry, setting standards for quality and reliability that others aspire to meet.

Our Values:

Customer Focus: We are dedicated to understanding and meeting the needs of our clients, offering tailored solutions that align with their specific requirements.

Innovation: We embrace technology and innovation to improve our services and deliver cutting-edge solutions to our customers.

Sustainability: We are committed to promoting sustainable practices that help conserve resources and protect the environment.

Integrity: We operate with honesty and transparency, building trust with our clients and employees through ethical business practices.

Teamwork: We believe in the power of collaboration and work together to achieve common goals, celebrating our successes as a team.

Full-time