Executive Assistant

Legacy Career Connections is a family-owned commercial property services and staffing company based in Phoenix. Together with our family partner companies in construction and security, we serve property managers across the Valley. Our services include maintenance and repairs, construction, pressure washing, porter services, security, and staffing. We are looking for an organized, dependable Office Administrator & Account Coordinator to keep our office, accounts, and projects running smoothly and to help grow our client relationships across all three sides of the business.

Training is provided. We are not looking for someone who already knows everything. We want someone who is professional, reliable, and organized, and who is willing to learn. This role is a great fit for someone who wants real experience in account management, client relations, project coordination, and sales, and who enjoys being part of a close-knit family business.

What You'll Do

Client relationships and sales

• Serve as a day-to-day point of contact for property managers and client accounts
• Communicate with clients about scheduling, project updates, and next steps
• Follow up on open quotes, proposals, leads, and pending approvals until they get an answer
• Follow up after completed projects to confirm the client is happy
• Spot additional service opportunities with existing clients and present them
• Introduce clients to services across our partner companies, such as connecting a maintenance client with our construction or security services
• Help move sales opportunities from quote to approval
• Escalate client concerns or project issues to leadership when needed

Proposals, billing, and documentation

• Help prepare quotes, proposals, work orders, and invoices for maintenance, construction, and security work
• Put together completion photo packages and service reports for clients
• Collect and organize security records such as shift reports, incident reports, patrol logs, and officer time records for monthly client reports
• Maintain organized files, records, and client notes

Scheduling and coordination

• Coordinate team schedules, appointments, projects, and deadlines
• Coordinate with field crews, security teams, vendors, and subcontractors
• Keep communication moving between Legacy and our construction and security partner companies
• Track active projects and follow up on outstanding items
• Help schedule interviews and support recruiting for staffing and security placements
• Keep calendars, task lists, and follow-up lists current so nothing falls through the cracks

Office administration

• Answer and return calls, emails, and texts promptly
• Provide general administrative support as the business grows

Who We're Looking For

You do not need previous account management or project management experience. We will train the right person. We are looking for someone who is:

• Organized and detail-oriented
• Dependable, with consistent follow-through
• Comfortable communicating by phone, email, and text
• Friendly and professional with clients
• Comfortable with sales conversations and suggesting additional services to clients
• Able to juggle multiple tasks, companies, and changing priorities
• Comfortable following up with people instead of waiting for them to respond
• Able to work independently once trained
• Proactive, and willing to ask questions when something doesn't make sense

Experience in customer service, administrative support, scheduling, sales, property management, maintenance, construction, security, or another service-based business is helpful but not required.

Bilingual in English and Spanish is a plus.

Position Details

• Position: Office Administrator & Account Coordinator
• Company: Legacy Career Connections, LLC
• Schedule: Full-time, 40 to 50 hours per week
• Pay: $865.00-$1,000 per week, salaried
• Experience: Training provided
• Growth: This position can grow into more account management and project management responsibility as you gain experience
• Benefits: Flexible schedule
• Work location: In person

To Apply
Send your resume to [email protected] with a brief introduction. Tell us about yourself, your availability, and why you would be a good fit for a role that involves clients, sales, scheduling, organization, and follow-up.

Pay: $24.00 - $27.00 per hour

Application Question(s):

• You have an urgent client complaint, two crews waiting for service addresses, invoices due today, and a routine proposal request. In what order would you handle these tasks, and how would you track them so nothing gets missed?

Work Location: In person