OFFICE MANAGER - ELECTRICAL CONTRACTOR

Job Description

Job Description

G&G Electric Inc. is seeking a highly experienced Office Manager to take ownership of the day-to-day front and back-office operations of our busy electrical contracting company.

Relevant experience is extremely important for this position.

This is not an entry-level administrative or receptionist position. We are looking for someone with experience working in a construction, electrical, HVAC, plumbing, service, or similar contractor environment who understands what it takes to keep a busy office moving.

Our work environment is fast-paced. Priorities can change quickly, interruptions happen throughout the day, and multiple issues may require attention at the same time. Our systems and processes are not always perfectly organized or documented.

You must be someone who can work effectively within that environment.

The right person will be able to think independently, determine priorities, find answers, solve problems, follow through without constant reminders, and bring additional organization and structure to the office as they learn our company.

Ultimately, we are looking for someone management can depend on to take ownership of the office and keep things moving.

Responsibilities

• Answer and manage incoming phone calls and customer inquiries
• Schedule and coordinate service calls and appointments
• Communicate with customers, contractors, technicians, vendors, inspectors, utility companies, and municipalities
• Prepare and submit electrical permit applications
• Gather and prepare supporting permit documentation
• Track permits from application through completion
• Handle permit corrections and additional documentation requests
• Schedule and track inspections
• Follow through on permit and inspection closeouts
• Communicate with building departments and utility companies
• Maintain customer, job, service, and permit records
• Prepare estimates and invoices
• Process accounts payable and accounts receivable
• Enter and manage vendor bills and payments
• Enter and manage customer payments and account information
• Work within QuickBooks Online
• Perform routine account reconciliation and bookkeeping functions
• Review vendor invoices and statements and resolve discrepancies
• Assist with payroll processing and coordination with payroll/PEO provider
• Prepare and track lien releases, waivers, Notices of Commencement, and other construction-related documentation
• Maintain company licenses, certificates, insurance documentation, and other records
• Monitor company email and independently follow up on outstanding items
• Order office and job-related materials and supplies as needed
• Assist field technicians and management with administrative needs
• Keep management informed of matters requiring approval or attention
• Track unfinished items and follow them through to completion
• Handle unexpected issues and changing priorities throughout the day
• Help organize and improve existing office procedures as you learn the company
• Perform additional day-to-day office management and administrative responsibilities as needed

Experience & Qualifications

3+ years of relevant construction/trade office experience is preferred.

Previous experience with an electrical contractor, HVAC contractor, plumbing contractor, general contractor, construction company, or similar service business is strongly preferred.

Experience in several of the following areas is highly desirable:

• Florida construction/electrical permitting
• QuickBooks Online
• Accounts payable
• Accounts receivable
• Construction invoicing and billing
• Service scheduling and coordination
• Building departments and inspections
• Utility company coordination
• Construction documentation
• Lien releases and waivers
• Notices of Commencement
• Vendor account management
• Payroll coordination
• Customer and contractor communication
• General contractor/construction office administration
• The Right Candidate Must Be Able To
• Function effectively in a high-pressure, fast-moving environment
• Remain calm and productive when several things require attention at once
• Work successfully with systems and processes that may not always be perfectly organized or documented
• Figure things out and find answers independently
• Know when to research an issue and when management needs to be involved
• Determine what is urgent and prioritize accordingly
• Keep track of multiple open items without losing follow-up
• Take initiative instead of waiting to be given every next step
• Adapt quickly when priorities change
• Communicate professionally with customers, contractors, technicians, vendors, inspectors, and government agencies
• Identify areas that need better organization and help implement improvements
• Take ownership of assigned responsibilities
• Recognize mistakes, correct them, and move forward
• Maintain confidentiality and professionalism
• Become someone management can depend on to keep the office operating efficiently

This position is best suited for someone who has already worked in a busy contractor or service office and understands that every day may be different.

We are looking for someone who wants to learn the entire operation and eventually become a key person responsible for managing the company’s day-to-day office functions.