Office Manager

Job Description

Job Description

Office Manager / Administrative Coordinator
True Circuit Electrical Testing L.L.C. — Toms River, NJ
Reports to: Ryan Strafer, President, and Dean DiSanzo, Vice President

About the position

True Circuit Electrical Testing provides electrical testing and maintenance services to healthcare facilities, government agencies, and commercial and industrial customers.

We are seeking an organized, dependable Office Manager / Administrative Coordinator to manage daily administrative activities and support our field operations. This person will keep company records, schedules, billing, and project paperwork organized, reducing the administrative workload on company leadership.

Responsibilities

Office administration and communication

• Maintain office supplies, order materials, and keep office files and shared folders organized.

• Answer and route phone calls and emails, respond to routine customer and vendor inquiries, and follow up on outstanding requests.

• Maintain current customer, vendor, and subcontractor contact information.

Invoicing and bill payments

• Prepare customer invoices using approved estimates, purchase orders, field records, and billing instructions.

• Track invoice submission, payment status, and outstanding balances; follow up with customers and flag payment issues for management.

• Review vendor bills against purchase orders and receipts, process approved payments, and maintain supporting records.

• Coordinate with the company’s bookkeeper or accountant to resolve missing information and billing discrepancies.

Scheduling and project coordination

• Maintain True Circuit’s master schedule, including field assignments, shutdowns, meetings, deadlines, and employee availability.

• Coordinate scheduling details with customers and technicians, confirm appointments, and communicate changes promptly.

• Arrange approved travel, hotels, deliveries, rentals, and site-access paperwork.

• Track outstanding project documents and follow up with the responsible person until they are complete.

Reports and project documentation

• Draft and format reports using company templates and information provided by field personnel.

• Assemble test sheets, photographs, equipment lists, and supporting documents; check for missing information and formatting errors.

• Coordinate technical review and approval with management before issuing reports to customers.

• Maintain organized records of proposals, contracts, reports, purchase orders, and correspondence.

Employee time and personnel records

• Collect and review employee timesheets for completeness, correct job assignments, and missing entries.

• Prepare time records for management approval and payroll processing.

• Track approved vacation, sick leave, and other absences, keeping employee records and the company schedule current.

• Maintain confidential personnel files and track training, certification, and site-access expiration dates.

Purchasing and vendor coordination

• Obtain quotes for parts, supplies, rentals, and outside services based on specifications provided by management or technicians.

• Compare pricing, availability, shipping costs, and delivery dates for management review.

• Prepare approved purchase orders, track deliveries and backorders, and resolve routine order issues.

• Track equipment calibration due dates and coordinate service arrangements with management.

Qualifications

• Previous office administration, bookkeeping support, or project coordination experience.

• Strong organizational skills and the ability to manage several deadlines independently.

• Experience with QuickBooks, Microsoft Word, Excel, email, calendars, and PDF documents preferred.

• Clear written and verbal communication and consistent follow-through.

• Ability to handle employee, customer, and financial information confidentially.

• Experience supporting an electrical contractor, construction company, or field-service business preferred.

• Willingness to learn electrical testing terminology and company procedures.