Office Administrator Construction Industry Experience Preferred

Office Administrator - Construction Industry Experience Preferred Pro Volt Electrical LLC Hawthorne, NJ Job Details Full-time $20 - $30 an hour 4 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance Flexible schedule Qualifications Vendor relationship building Full Job Description Job Overview Pro Volt Electrical LLC is a growing electrical contracting company serving residential, commercial, and industrial customers throughout Northern New Jersey. We take pride in delivering exceptional customer service, quality workmanship, and maintaining a professional team-oriented culture. We are seeking a highly organized and dependable Office Administrator to support our daily operations. This is a key position within the company that works directly with ownership, field staff, customers, vendors, and municipalities. This role is vital in ensuring the smooth operation of our office functions, supporting project teams, managing administrative tasks, and fostering effective communication across departments. The ideal candidate will bring a proactive attitude, excellent organizational skills, and familiarity with construction project workflows to help us maintain efficiency and professionalism in a fast-paced environment. This paid position offers an exciting opportunity to contribute to impactful projects while honing your administrative expertise. The Office Administrator is responsible for coordinating office operations, customer communications, scheduling, permitting, payroll administration support, invoicing, collections follow-up, and general administrative functions. This position is ideal for someone who enjoys a fast-paced environment, is comfortable managing multiple priorities simultaneously, and takes ownership of their responsibilities. Responsibilities Answer incoming phone calls, emails, and customer inquiries Schedule service calls, estimates, inspections, and customer appointments Manage scheduling and customer records Submit and track permit applications and inspections Process invoices, payments, and collections follow-up Assist with payroll administration and employee onboarding documentation Reconcile vendor invoices and enter job-related costs Coordinate with field personnel, project managers, vendors, and customers Maintain electronic filing systems and company records Assist with licensing, certifications, insurance requirements, and vendor portals Support daily office operations and administrative projects Manage daily office operations, including front desk duties, multi-line phone systems, and greeting visitors with professionalism and courtesy Oversee schedule management for project meetings, appointments, and deadlines to ensure timely completion of tasks Coordinate vendor management activities, including procurement, invoicing, and maintaining positive relationships with suppliers and service providers Support human resources functions such as onboarding new employees, maintaining personnel records, and assisting with payroll processing using QuickBooks or similar accounting software Handle bookkeeping and budgeting tasks to track expenses, prepare reports, and assist in financial planning for projects Organize filing systems for project documents, contracts, permits, and other essential records to ensure easy retrieval and compliance Assist with event planning for company meetings or community engagement activities related to construction projects Skills Minimum 2 years of administrative or office management experience Strong customer service and communication skills Excellent organizational and multitasking abilities Proficiency with Microsoft Office (Outlook, Word, Excel) Ability to learn software systems quickly Professional phone etiquette Reliable transportation and strong attendance record Preferred Qualifications Construction, trades, home services, or contractor office experience Experience with Housecall Pro, Paychex, QuickBooks, or similar systems Permit administration or scheduling experience What We're Looking For Dependable and punctual Strong attention to detail Problem solver who takes initiative Comfortable wearing multiple hats in a growing small business Positive attitude and team-first mentality Proven experience in office administration within the construction industry or related fields Strong communication skills with the ability to interact professionally with clients, vendors, and team members Excellent organizational skills with attention to detail for managing schedules, files, and documentation Proficiency in QuickBooks for payroll, bookkeeping, and financial management tasks Experience supervising staff or team members in an office setting Knowledge of human resources processes including onboarding, training & development, and employee recordkeeping Ability to manage multiple priorities efficiently in a fast-paced environment Familiarity with medical office management or office management software is a plus Exceptional phone etiquette and experience handling multi-line phone systems Competence in calendar management tools and scheduling software Join us in this rewarding role where your organizational talents will support our construction projects from start to finish. We value energetic professionals who thrive on collaboration and continuous improvement. If you're ready to make a meaningful impact while developing your administrative career within the construction industry, we want to hear from you!

Pay:

$20.00 - $30.00 per hour

Benefits:

Dental insurance Flexible schedule Health insurance Paid time off Vision insurance Application Question(s): Have you worked for an electrical, plumbing, HVAC, construction, or home service company before? What administrative software systems have you used? What is your desired hourly pay range?

Work Location:

In person