Office Coordinator

About DAAXIT, Inc.

DAAXIT was founded by Aaron Mills in 2021. Aaron created DAAXIT after 20+ years specializing in high level financial work in the construction industry. Those years of experience helped lead to the realization that there are so many construction and skilled trades businesses operating today without the professional, knowledgeable, financial guidance that is necessary to grow, thrive and succeed. That's why DAAXIT's mission is to help individuals empower themselves to be better business owners. At DAAXIT, we provide fractional CFO services that create financial clarity and enhance profitability to take construction companies to the next level and attain financial freedom.

At DAAXIT we prioritize working together as a team to ensure that everything we do is done with our core values leading the way: accountability, education, transformation profitability, and transparency.

Office Coordinator

Mission Statement

Our mission is to help individuals empower themselves to be better business owners.

Position Summary:

The Office Coordinator will serve as the primary administrative partner to the CEO, providing high-level executive support through calendar management, meeting preparation, documentation, and day-to-day coordination. This role ensures the CEO's priorities and activities run smoothly and efficiently.

In addition to executive support, the Office Coordinator will oversee essential office functions, including HR administration, payroll coordination, basic accounting support, and general operational tasks that keep the organization running effectively. The role will also assist departments such as Business Development, Marketing, and Finance as needed to support company-wide initiatives.

This position requires strong organizational skills, excellent communication, and the ability to manage multiple responsibilities with professionalism and discretion.

General Job Duties

All employees are responsible for:

• Maintaining a working knowledge of the employee handbook, mission, and vision of DAAXIT and conducting themselves accordingly.
• Making effective use of working time by being punctual, managing email/voicemail appropriately, and completing deadlines in a timely manner.
• Escalating issues as necessary.
• Conducting themselves with respect and professionalism as outlined in the Company Code of Ethics and Conduct.
• Participating in job-specific training and additional coaching opportunities as provided by management.
• Collaborating with leadership as needed to create, revise, and maintain accurate job descriptions.
• Completing other projects or duties as assigned.

Essential Job Functions

Executive Support – Primary Responsibility

• Provide direct support to the CEO through calendar and email management.
• Prepare materials for CEO meetings, including agendas, documentation, and follow-up communication.
• Coordinate travel, event planning, reservations, and logistics for onsite and offsite activities.
• Attend select on and off-site events or meetings (estimated up to 12 annually) to assist with preparation, note-taking, and follow-up tasks.
• Maintain confidentiality and exercise sound judgment in all matters relating to CEO and company information.

Office & Operations Management

• Coordinate internal HR processes including onboarding support and assisting with routine employee-related tasks.
• Support payroll processing activities by gathering needed information, entering data, and assisting the accounting team with applicable tasks.
• Serve as a back-up for necessary internal Accounting and Human Resources functions.
• Maintain routine departmental meetings through scheduling, agenda preparation, and KPI tracking.

Cross Departmental Support

• Attend client meetings (virtual, pre-recorded, or in-person) to take notes and provide post-meeting follow-up.
• Serve as logistical support for FCFO's as needed.
• Support Business Development and Marketing through tasks such as CRM updates, outreach emails, and basic marketing support.
• Participate in limited networking events as assigned.

Cross-Training Requirements

This position will require cross-training across Accounting, Human Resources, Business Development, and Marketing.

Position Requirements

Required Skills & Competencies

• Excellent verbal and written communication skills.
• Exceptional organizational abilities and attention to detail.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and manage multiple responsibilities.
• Demonstrated integrity, professionalism, and ability to maintain confidentiality.
• Proficiency in Microsoft Office Suite, QuickBooks, and related software.

Education & Experience

• Education: Associate degree highly recommended.
• Experience: Minimum of 3 years in a fast-paced administrative, operations, or executive support role.

Language Requirements

The primary language of DAAXIT is English. Excellent communication skills include the ability to:

• Actively listen.
• Ask clarifying questions to ensure understanding.
• Clearly convey information and instructions in both written and verbal form.

Mathematical Requirements

Intermediate understanding of mathematical processes.

Reasoning Ability Requirements

This position requires the ability to process complex information, prioritize deadlines, and communicate effectively with clients and coworkers to create meaning, value, and positive outcomes in each interaction.

Physical Requirements

• Occasional lifting of up to 15 lbs.
• Ability to sit for extended periods, work at a computer, and type for long durations.
• Valid driver's license, good driving record, and access to a working vehicle.
• Primarily remote with occasional required travel.

FLSA Status

This position is full-time. Full-time employees are expected to work a minimum of 32 hours per week.

Schedule Expectations

• Company hours: Monday–Friday, 8:00 AM to 4:00 PM.
• Hybrid role, with an average of 50% of time spent in the office.
• Occasional travel required for events.
• Schedule may be flexible per Employee Handbook guidelines and supervisor approval.

Salary

Annual salary based on skills and experience. This role has strong potential for accelerated pay increases based on performance and advancement.

Supervision Requirements

• Supervises: None
• Reports to: Human Resources Manager

Performance Expectations

All employees will receive performance evaluations before fiscal year-end to review strengths, development opportunities, and career goals.

EEO Statement

DAAXIT is an Equal Opportunity Employer. We celebrate diversity and do not discriminate on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, retaliation, military status, or other non-merit factors.