Business Operations & Executive Coordinator

Eluvial Enterprise Inc. & Covington Material & Supply Co.
Construction | Real Estate Development | Green Building Materials | Client Operations

Position Overview
Eluvial Enterprise Inc. and Covington Material & Supply Co. are seeking a highly organized, systems-oriented, and operationally driven Business Operations & Executive Coordinator to support daily business operations, client communications, estimating coordination, invoicing workflows, and executive administrative management across both companies.

This is NOT a traditional virtual assistant role.

This position supports active U.S.-based construction, real estate development, procurement, sustainability consulting, and building materials operations. The ideal candidate must be capable of operating in a fast-paced environment involving client management, project coordination, invoicing, operational systems management, estimating support, and procurement communication.

The Executive Coordinator will work directly under the Business Development & Relationship Manager and will play a critical role in ensuring all client communications, follow-ups, invoices, project updates, and operational systems are maintained accurately and efficiently.
This role requires someone who is proactive, detail-oriented, highly responsive, and capable of thinking operationally — not just administratively.

This Role Is NOT for Traditional Virtual Assistants
This is not a simple inbox or calendar management position.

You will be supporting active U.S.-based:
construction projects,
real estate development operations,
procurement coordination,
sustainability consulting,
estimating workflows,
and building materials transactions.
You must be comfortable working within:
operational systems,
client coordination pipelines,
invoicing workflows,
project management environments,
and fast-moving business operations.

If your experience is primarily:
social media management,
appointment setting,
customer support,
or basic administrative assistance,
this role will likely NOT be a fit.

We are looking for someone who understands operations, organization, systems, urgency, accountability, and professional client communication.

Core Responsibilities
Executive & Operational Support
Work directly with the Business Development & Relationship Manager daily.
Manage and maintain executive email inboxes across both companies.
Ensure all client email communications receive follow-up responses within 24 hours.

Draft, organize, and send:
client follow-ups,
invoices,
project updates,
material confirmations,
meeting recaps,
and operational communications.
Maintain high-level organization of all operational files and documentation.
Phone & Client Communication Management
Manage and monitor both company phone lines daily.
Listen to all business phone calls and identify:
pending follow-ups,
missing information,
invoice requests,
proposal needs,
and client action items.
Send all required follow-up emails and documentation after client calls.
Maintain accurate communication records and client tracking updates.
Coordinate with clients professionally and proactively throughout project workflows.

Notion Workspace & Systems Management (CRITICAL REQUIREMENT)

This is one of the most important aspects of the role.
The Executive Coordinator will be responsible for helping manage, improve, organize, and maintain the company’s Notion workspaces and operational systems.

Responsibilities include:
Building and updating Notion dashboards
Maintaining project boards and operational trackers
Updating CRM pipelines
Organizing workflow databases
Managing task management systems
Maintaining SOP libraries and operational documentation
Improving operational structure and workflow visibility
Tracking project statuses, invoices, sourcing updates, and client communication workflows
Creating organized internal systems that improve operational efficiency

Candidates MUST have advanced Notion experience.
Applicants without strong Notion experience will NOT be considered.

Estimating, Procurement & Invoice Coordination
Coordinate directly with the Cost Estimator to verify:
invoice details,
material quantities,
pricing accuracy,
product specifications,
and scope confirmations.
Assist with estimate preparation support and documentation organization.
Track outstanding invoices and follow up with clients regarding payments.

Coordinate communication between:
estimating,
procurement,
sourcing,
and delivery teams.
Help ensure smooth project transitions from sales to sourcing and delivery.

Google Drive & File Organization

Organize and maintain all Google Shared Drives and project folders.
Conduct regular cleanup and restructuring of operational files.
Ensure all documentation is properly named, filed, archived, and accessible.

Maintain organized digital systems across:
proposals,
estimates,
invoices,
contracts,
material documentation,
and client communication records.

Daily Workflow Expectations
The Executive Coordinator will communicate directly with management throughout the day and must be capable of operating proactively and independently.

Daily responsibilities include:
Reviewing all incoming client communications
Updating Notion dashboards and operational boards
Tracking pending action items
Monitoring project progress
Listening to business calls and documenting follow-up tasks
Coordinating with estimators and sourcing teams
Sending client follow-up emails within 24 hours
Managing invoice tracking and documentation
Organizing Google Shared Drives
Maintaining workflow accountability and operational organization

This role requires someone who is highly responsive, detail-oriented, and capable of managing multiple moving parts simultaneously.

Required Skills & Qualifications
REQUIRED
3–5+ years of experience in:
Executive Assistance,
Operations Coordination,
Project Coordination,
Construction Administration,
or Business Operations Support.
Advanced Notion experience
Excellent written and verbal English communication
Strong organizational and multitasking skills
Experience managing operational workflows and systems
Ability to work independently with minimal supervision
Experience with:
Google Workspace,
Google Shared Drives,
Microsoft Office,
PDF editing,
and document organization.
Strong follow-through and accountability

HIGHLY PREFERRED EXPERIENCE
Preference will be given to candidates with experience in:
Construction administration
Estimating coordination
Engineering or architectural support
Building materials or procurement
Product sourcing
Vendor coordination
Real estate development support
Accounting or bookkeeping
QuickBooks, Xero, or invoicing platforms
Logistics coordination
Sustainability or green building industries
U.S.-based construction or service businesses

Ideal Candidate Profile

The ideal candidate is:
operationally minded,
systems-oriented,
proactive,
highly organized,
and extremely detail-focused.
This person should be capable of:
improving workflows,
identifying missing information,
maintaining operational structure,
and ensuring projects, communications, invoices, and client follow-ups remain organized and moving forward.

We are looking for someone who thinks beyond administrative tasks and can actively contribute to operational efficiency and workflow management.

Work Schedule & Communication Expectations

Must be available during U.S. Eastern Standard Time business hours or overlapping hours.
Daily communication with management is required.
Must be highly responsive via:

email,
phone,
and Notion.

Must provide regular progress updates and task tracking summaries.
Ability to prioritize urgent client matters is critical.

Company Overview
Eluvial Enterprise Inc.

Eluvial Enterprise Inc. is a multidisciplinary real estate development, construction management, sustainability consulting, and owner’s representation firm specializing in:
acquisitions,
development management,
financial modeling,
sustainability review,
construction management,
and strategic project execution.

Covington Material & Supply Co.

Covington Material & Supply Co. is a Certified Business Enterprise (CBE) specializing in:
green building materials,
construction supply procurement,
value engineering,
logistics coordination,
and residential/commercial building material solutions.
Compensation & Employment Type
Competitive compensation based on experience
Full-Time or Long-Term Remote Position
Growth opportunities available
Long-term role with increasing operational responsibilities
Application Instructions (IMPORTANT)

To be considered, ALL applicants MUST submit the following:
1. Loom Video Introduction
Please record a short Loom video introducing yourself and explaining:
your Notion experience,
operations coordination experience,
client communication experience,
invoicing experience,
and project management support experience.

2. Notion Portfolio or Screenshots
Submit screenshots or examples of:
dashboards,
project boards,
workflows,
databases,
SOP systems,
or operational workspaces you personally built in Notion.

3. Internet & Technical Information
Provide:
internet speed test,
computer specifications,
and typing speed.

4. Written Operations Response
Please answer the following question:
“How would you organize a client pipeline and project tracking system inside Notion for a construction and building materials company managing estimating, invoicing, sourcing, and delivery coordination?”

Applications missing these requirements will NOT be reviewed.