Office Administrator needed for Electrical company servicing the NYC & Westchester County areas.

We are a small but rapidly growing commercial and residential Electrical company servicing the NYC & Westchester County areas. We are currently seeking an Office Administrator preferably with previous experience working in the electrical and/or construction industry but not required. If you are hardworking and meet the requirements, ideal candidate competencies, computer literacy skills are tenacious and willing to learn and grow with the company, we encourage you to apply.

Pay: Based on experience: $25-32 per hour

The ideal candidate will be:

• Organized and detail-oriented
• Able to communicate effectively both written and verbally
• Able to multi-task, responsible for handling various administrative tasks a timely manner
• Able to manage their time with little direction
• Able to work well under pressure and adapt to changing tasks while focusing on priorities
• Able to Interact effectively and professionally with employees, vendors, and clients.

Basic Computer Literacy Required & MUST be Experienced with the following:

• MS Office Experience – (Mainly Excel, Outlook, Word & Teams).
• Google Workspace – (Gmail, Drive, Sheets, Docs).
• QuickBooks (financial record-keeping and budgeting tasks)

Requirements:

• Previous experience in the electrical and/or construction industry preferred 
• Bookkeeping experience (budget processes, payroll, AR/AP, invoicing, etc.).
• Previous experience with AIA style invoicing STRONGLY Preferred
• Extensive knowledge of safety protocols and procedures preferred
• Proficiency in English Required – Bilingual preferred (Spanish & English)
• Familiarity with electrical terminology and products is a plus but NOT required.
• Willing to sign non-compete and non-disclosure agreements as required prior to the start of employment, demonstrating trustworthiness.

Responsibilities – include not limited to:

• Perform clerical duties such as data entry, filing, and document preparation
• Coordinate calendar management for appointments, meetings, and events
• Handle vendor management including ordering supplies and maintaining relationships
• Manage and follow up on customer accounts regarding account statuses, payments, and unpaid balances
• Working with businesses, contractors, vendors, estimators, foremen outside the company to properly assess needs, requirements and necessary details
• Work directly with crew creating purchase orders for materials
• Maintain accurate and up-to-date customer records and service logs.
• Manage financial aspects of contracts (progress billing, rental equipment, income/expenses)
• Request Certificate of Insurances as needed and in a timely manner
• Frequent use of NYC and state regulatory sites like DOB to pull permits, check status, schedule inspections, research property, and submit violations
• Use of DOT and other violation sites to find, review, pay, and dispute parking, moving violations, and manage commercial fleet programs.
• Review any documentation prepared before submission
• Handle any and all business/office related matters as requested by owner

Work with Electrical Crew:

• Schedule electrician’s trips with customers and track workers per job
• Coordinating material and equipment needs for each job site
• Maintain new construction and service electrician’s schedules and dispatches electricians
• Optimize crew route, monitor crew daily drive and job times
• Communicate job status updates to owner, customers and stakeholders
• Maintain detailed records of work orders, labor hours, and materials used