Office Manager

Office Manager – Electrical Contracting Company

Position: Office Manager
Industry: Electrical Contracting / Construction
Employment Type: Full-Time
Schedule: Monday–Friday 9-5

About the Position

We are an established and growing electrical contracting company seeking an experienced, organized, and highly dependable Office Manager to oversee the day-to-day administrative operations of our office.

The ideal candidate is a proactive, detail-oriented professional who is comfortable working in a fast-paced construction environment and managing multiple priorities. This position plays a key role in keeping our office, field operations, accounting functions, and project administration organized and running efficiently.

We are looking for someone who takes ownership of their responsibilities, follows through on assignments, communicates effectively, and understands that accuracy and attention to detail are essential.

Key Responsibilities

• Manage the daily operations of the office and maintain an organized work environment.
• Coordinate communication between management, office staff, project managers, field personnel, customers, vendors, and subcontractors.
• Maintain company records, files, contracts, certificates, permits, and other documentation.
• Answer and direct phone calls, emails, and general correspondence.
• Maintain office supplies, equipment, and vendor relationships.
• Prepare professional correspondence, reports, spreadsheets, and company documents.
• Assist management with special projects and day-to-day operational needs.
• Maintain Accounts Payable and Accounts Receivable records.
• Review vendor invoices and supporting documentation for accuracy.
• Prepare customer invoices, progress billings, and payment applications as required.
• Monitor outstanding receivables and assist with collection efforts.
• Maintain accurate records of payments, invoices, purchase orders, and vendor accounts.
• Maintain accurate records.
• Experience with QuickBooks or similar accounting software is strongly preferred.
• Complete weekly payroll processing and verification of employee time.
• Review timesheets for accuracy and completeness.
• Maintain employee payroll and personnel documentation.
• Coordinate new-hire paperwork and employee records.
• Assist with workers' compensation, disability, insurance, and other employee-related documentation.
• Provide administrative support to project managers and field supervisors.
• Maintain job files, contracts, change orders, purchase orders, subcontractor documentation, and project correspondence.
• Track project-related paperwork and deadlines.
• Preparation and submission of:
• • AIA payment applications
  • Schedule of Values
  • Change orders
  • Certified payroll reports
  • Prevailing wage documentation
  • Insurance certificates
  • Permits and inspection documentation
  • Submittals and closeout documentation
• Coordinate with general contractors, subcontractors, vendors, municipalities, and customers as necessary.
• Monitor project documentation to ensure required paperwork is complete and submitted on time.

Qualifications

• Minimum 3–5 years of office management, construction administration, accounting administration, or similar experience preferred.
• Experience working for an electrical contractor, general contractor, construction company, or related trade is strongly preferred.
• Strong knowledge of Microsoft Excel, Word, Outlook, and general office software.
• QuickBooks experience preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to prioritize multiple projects and deadlines.
• Exceptional attention to detail and accuracy.
• Ability to work independently and take ownership of responsibilities.
• Professional, dependable, and able to maintain confidentiality.
• Comfortable communicating with employees, vendors, customers, project managers, accountants, and company leadership.
• Ability to identify problems, follow through, and help develop solutions rather than waiting for direction on every task.

Preferred Experience

Candidates with experience in any of the following will receive strong consideration:

• Electrical contracting / Construction accounting
• Payroll Process
• Accounts Payable / Accounts Receivable
• AIA billing
• Job costing
• Purchase orders
• Change orders
• Workers' compensation and insurance documentation
• QuickBooks

What We Are Looking For

This is an important position within our company. We are looking for someone who is:

Organized. You can manage multiple priorities without allowing details to fall through the cracks.

Accountable. When you are given a responsibility, you take ownership of it through completion.

Accurate. You understand that payroll, accounting, billing, and construction documentation must be correct.

Proactive. You anticipate what needs to be done rather than waiting to be asked.

Professional. You communicate effectively with employees, customers, vendors, contractors, and management.

Reliable. Our team can depend on you to keep the administrative side of the company running smoothly.

Compensation & Benefits

Competitive compensation based on experience and qualifications.

Benefits may include paid time off, paid holidays, retirement benefits, and other company benefits.

How to Apply

Please submit a PDF of your resume along with a brief description of your experience in office management, construction administration, accounting, payroll, or electrical contracting.

Candidates with direct electrical or construction industry experience are encouraged to highlight that experience when applying.

We are seeking a long-term team member who wants to become an integral part of the company and contribute to its continued growth and success.