POSITION SUMMARY

The Office Manager at Grajeda Data & Electrical is a senior administrative and operational role responsible for owning the back-office systems and processes that keep a growing specialty electrical and data contracting business running accurately, compliantly, and efficiently, freeing the owner to focus on field operations, client relationships, and business growth rather than absorbing office functions that belong in capable, experienced hands. This individual manages QuickBooks financials, project-based and job-cost invoicing, permit applications and tracking, insurance certificates and renewals, contractor licensing board compliance, subcontractor coordination support, and all general administrative operations that support a contractor working with residential developers, home builders, and construction clients on large-scale infrastructure projects throughout Northwest Arkansas. The ideal candidate brings a minimum of four to eight years of directly relevant experience in office management within a construction, electrical, or specialty contracting environment, is deeply proficient in QuickBooks, understands the compliance and documentation demands of a licensed contractor, and is genuinely motivated to build something alongside a growing company rather than simply maintain what already exists.

ABOUT GRAJEDA DATA & ELECTRICAL

Grajeda Data & Electrical is a specialty electrical and data contractor based in Rogers, Arkansas, serving residential clients and construction teams throughout the Northwest Arkansas area with professional electrical and low-voltage data services delivered with reliability, quality craftsmanship, and a commitment to getting the job done right. With an active portfolio of projects and a growing presence in the regional construction market, the Grajeda team brings hands-on expertise across residential electrical work and data infrastructure to every jobsite they serve. Driven by a dedication to honest work, professional execution, and genuine care for every client they work with, Grajeda Data & Electrical is the trusted local partner homeowners and contractors call when the work has to be done right the first time.

SUCCESS LOOKS LIKE

QuickBooks is current, accurate, and reconciled at all times, with project-based invoices going out on schedule, payments tracked and followed up on consistently, and the owner having real-time confidence in the financial picture of the business without needing to manage it himself. Permits are pulled accurately and on time for every applicable project, with no job delayed due to missing or late permit submissions, and the permit tracking log maintained in a way that gives the owner and field team complete visibility into the status of every active application. Insurance certificates, contractor license renewals, licensing board filings, and all compliance documentation are managed proactively, with renewals handled before deadlines and certificates issued to clients and general contractors without requiring the owner to chase them down. Subcontractor documentation, coordination support, and administrative handoffs are managed cleanly, with current insurance, licensing, and contract documentation on file for every active subcontractor and no administrative gaps that create liability or project delays for the company. The Office Manager's performance is measurable and visible through the metrics that matter to a scaling contracting business, including invoice turnaround time, payment collection rates, permit pull accuracy and speed, compliance filing deadlines met, and the percentage of administrative functions successfully off the owner's plate.

OBJECTIVES

Own and manage all QuickBooks activity including accounts payable and receivable, bank reconciliation, expense categorization, vendor payments, payroll support, and the financial record integrity required for accurate job costing, tax preparation, and business decision-making. Prepare, send, and track all client invoices using project-based and job-cost invoicing methods appropriate to a contractor working on large residential infrastructure projects with developers and home builders, ensuring billing accuracy, timely delivery, and consistent follow-up on outstanding receivables. Manage the full permit application and tracking process for all applicable projects, including researching jurisdiction-specific requirements, preparing and submitting applications to the relevant municipalities and inspection authorities, tracking approval timelines, and coordinating with the field team to ensure permits are on-site and current before work begins. Maintain all contractor licensing board documentation, renewals, and compliance filings for Grajeda Data & Electrical across applicable Arkansas licensing requirements, tracking renewal deadlines proactively and managing submissions accurately to protect the company's license standing at all times. Manage all business insurance policies including general liability, workers' compensation, and any project-specific insurance requirements, tracking renewal dates, issuing certificates of insurance to general contractors and clients, and coordinating with the insurance broker on any coverage questions or claims. Support subcontractor coordination by maintaining current documentation for all active subcontractors including insurance certificates, contractor licenses, signed agreements, and W-9s, flagging expired or missing documentation before it creates compliance exposure on active projects. Establish and maintain organized filing systems for all business records including contracts, permits, insurance documents, licensing filings, invoices, vendor records, and correspondence, ensuring every document is retrievable quickly and the company's records are audit-ready at all times. Manage general administrative operations including phone and email correspondence, office supply ordering, vendor account management, and any other day-to-day administrative functions that support the owner and field team's ability to focus on project execution and client relationships. Develop and maintain administrative SOPs, tracking systems, and operational workflows that create consistency, reduce dependence on the owner for routine office functions, and build the organizational infrastructure needed to support the company's growth into additional employees, projects, and market expansion. Produce regular administrative and financial performance reports for the owner, including accounts receivable aging, invoice status, permit pipeline, compliance calendar, and any other operational metrics that support informed decision-making and business visibility. Coordinate with the company's CPA, insurance broker, and any legal or licensing contacts as needed, ensuring external partners have the documentation and information they need and that the company's professional relationships are managed with the same professionalism the owner brings to every client jobsite. Identify inefficiencies, gaps, or administrative risks in the company's current systems and propose practical, scalable solutions that reduce the owner's operational burden and position the business for sustainable growth.

COMPETENCIES

QuickBooks Proficiency:

Manages QuickBooks at an advanced level, including job costing, project-based invoicing, bank reconciliation, and financial reporting, producing accurate and current financial records that give the owner full confidence in the company's books without personal involvement in daily transactions.

Construction Industry Awareness:

Understands the administrative and compliance landscape of a licensed specialty contractor, including permitting processes, contractor licensing board requirements, insurance certificate management, and subcontractor documentation, and applies that knowledge to protect the company from preventable compliance risks.

Invoicing and Receivables Management:

Builds and manages a project-based invoicing system that gets accurate invoices out on time and follows up on outstanding receivables with professionalism and consistency, supporting healthy cash flow in a project-driven business.

Permit Management:

Manages the permit application and tracking process with precision and proactivity, ensuring no project is delayed by administrative gaps and that every permit timeline is communicated clearly to the field team.

Compliance and Licensing:

Tracks all contractor license renewals, insurance expirations, and regulatory filing deadlines with the calendar discipline and documentation accuracy that keeps the company in good standing across all applicable Arkansas requirements.

Organizational Systems:

Builds and maintains administrative systems that are organized, documented, and reliable, creating the operational infrastructure a growing contractor needs to scale without the owner serving as the default filing system.

Growth Orientation:

Approaches the role with the mindset of someone building a business alongside the owner, not maintaining the status quo, actively identifying opportunities to improve systems, reduce administrative bottlenecks, and create scalable processes that support the company's next level of growth. Accountability to

Metrics:

Holds themselves to measurable performance standards including invoice turnaround, payment collection rates, permit pull timelines, and compliance deadline adherence, understanding that being paid well is tied to producing results the business can see and measure.

Communication and Professionalism:

Represents Grajeda Data & Electrical professionally in all written and verbal interactions with clients, general contractors, subcontractors, licensing boards, and vendors, handling all correspondence with the clarity, responsiveness, and reliability that reflects well on the company.

Problem Solving:

Identifies administrative gaps, compliance risks, or operational inefficiencies proactively and brings solutions rather than just flagging problems, taking ownership of the systems and processes within this role's scope without requiring direction on routine issues.

Discretion and Integrity:

Handles sensitive financial, personnel, and business information with complete confidentiality and integrity, understanding that the Office Manager has access to the most sensitive operational data in the company and that this access requires absolute trustworthiness.

Self-Direction:

Works independently and manages competing administrative priorities without needing the owner to manage their workload, bringing the experience and professional maturity to know what needs to be done, prioritize correctly, and execute without hand-holding.

EDUCATION AND EXPERIENCE

High school diploma or GED required; associate or bachelor's degree in business administration, accounting, or a related field preferred. Minimum four to eight years of experience in an office management, administrative operations, or business management role required, with prior experience in a construction, electrical, mechanical, or specialty contracting environment strongly preferred. Advanced QuickBooks proficiency required, specifically including project-based invoicing, job costing, accounts receivable and payable management, and bank reconciliation in a contractor or trade business environment; QuickBooks certification is a plus. Demonstrated experience managing contractor permit applications and tracking permit timelines across municipal and county jurisdictions required; familiarity with Arkansas permit submission processes preferred. Working knowledge of contractor licensing requirements, licensing board filings, and compliance documentation for a licensed specialty contractor in Arkansas preferred. Experience managing business insurance policies, issuing certificates of insurance, and coordinating with insurance brokers on renewals, coverage questions, and claims required. Prior experience managing subcontractor documentation including insurance certificates, licenses, W-9s, and contractor agreements in a construction business environment strongly preferred. Strong proficiency with Microsoft Office or Google Workspace, document management systems, and standard office technology required. Demonstrated ability to manage multiple concurrent administrative responsibilities independently, with strong organizational systems, reliable follow-through, and a consistent record of meeting deadlines without requiring close supervision. Alignment with a growth-oriented, scaling business environment and genuine motivation to build systems and contribute to the long-term operational success of the company, not simply maintain existing processes.

PHYSICAL REQUIREMENTS

Must be able to sit at a computer workstation for extended periods throughout the workday while managing QuickBooks, preparing invoices and permits, maintaining compliance records, and handling administrative correspondence and documentation. Must be able to organize and manage physical and digital filing systems, which may include lifting and carrying filing materials, binders, or office supplies weighing up to 25 pounds as needed. Must be able to communicate clearly by phone, email, and in person throughout the workday with clients, subcontractors, licensing boards, insurance representatives, and municipal permit offices. Must possess the sustained mental focus and organizational stamina to manage a high volume of concurrent administrative responsibilities accurately and without decline in quality or attention to detail across a full workday. Must be able to work in an office environment within or adjacent to an active specialty contracting operation, which may occasionally involve interaction with field staff, equipment, and the operational activity of a working contractor business.

COMMITMENT TO DIVERSITY

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Grajeda Data & Electrical recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners.

Pay:

$55,000.00 - $68,000.00 per year

Work Location:

In person