Office & Executive Coordinator

Brabec Custom Homes is seeking a highly organized, proactive Office & Executive Coordinator to support day-to-day operations, client experience, and executive scheduling. This role is critical to keeping both the business and leadership team running smoothly.

This is a high-trust position with a wide range of responsibilities across office management, client coordination, and executive support.

Key Responsibilities

Executive Support

  • Manage owner’s calendar, scheduling, and meeting preparation

  • Coordinate logistics and materials for sales meetings

  • Answer and manage the main office phone during business hours

  • Maintain continuity of communication while the owner is out of office

Office Management

  • Maintain office organization and ensure supplies are stocked

  • Oversee day-to-day office operations and environment

  • Manage company swag and branded materials

  • Manage all company site signage, including ordering, placement, and brand compliance across projects

  • Assist with planning events, marketing initiatives, and client-facing activities

  • Coordinate and execute client gifts and closing packages

  • Assist with expense tracking and reconciliation in QuickBooks

Client & Operations Support

  • Help coordinate ongoing client home maintenance needs

  • Assist with scheduling vendors and service providers

  • Maintain subcontractor insurance compliance (COIs) and track expirations

  • Assist with subcontract agreement management and document control

  • Support internal systems that improve client experience and communication

Administrative Support

  • Coordinate scheduling for services such as cleaning, landscaping, and routine maintenance

  • Assist with travel planning and booking when needed

  • Help manage vehicle service scheduling and upkeep

  • Provide occasional personal support to the owner such as coordinating appointments, travel, or errands as needed

  • Handle occasional returns, errands, or logistical tasks

What We’re Looking For

  • Extremely organized and detail-oriented

  • Strong communication skills, both phone and written

  • Able to manage multiple priorities without dropping the ball

  • High level of discretion and professionalism

  • Proactive problem solver who takes ownership

  • Comfortable wearing multiple hats in a fast-paced environment

Bonus Experience

  • QuickBooks or basic bookkeeping familiarity

  • Experience in construction, real estate, or a service-based business

  • Event planning or marketing coordination

Responsibilities may evolve based on company needs. This is an at-will position, and Brabec Custom Homes is an equal opportunity employer.