Office Manager, Construction/Electrical

Company Overview:
Blackdog Electrical Systems, Inc., located in Long Beach, California, is an electrical contracting business specializing in industrial and commercial projects primarily across the greater L.A. regions. With a reputation for delivering quality service, we pride ourselves on meeting the unique needs of each client and project.

Job Summary:
The Office Manager supports the daily administrative tasks of the office and tracking of completed, current, and pending large scale electrical projects for commercial and industrial buildings. This role requires a high level of organization, attention to detail, and the ability to coordinate multiple interrelated duties across projects. The ideal candidate will act as the key liaison between daily office duties and the field, tracking electrician(s) time for each project, completing and submitting compliance reports, and invoices using web-based software systems as specified by clients.

Key Responsibilities:

• Organize and maintain filing systems, both physical and digital, for project documents, contracts, and correspondence. Assist with invoicing, billing, and tracking payments.
• Order and manage office supplies and materials. Support the team with administrative tasks as needed, such as drafting letters, preparing reports, and other correspondence.
• Track and accept deliveries of construction supply items, package deliveries, and mail, coordinating with delivery services as needed. 
• Maintain and update client records and project databases.
• Help coordinate employee schedules and track time sheets and hours at project locations. Ensure timely receipt of timecards from workers each week.  Track project progress and prepare regular status reports for management and clients.
• Perform onboarding and offboarding administrative tasks for worker hires/departures.
• Manage project documentation, including contracts, change orders, permits, and inspection reports.
• Manage details on fleet of trucks/vehicles, including registration, DMV requirements, repair records, as well as ensuring that workers have parking access at job sites.
• Facilitate communication between project stakeholders, ensuring timely decision-making and resolution of issues.
• Submit invoices per terms of contract(s) and payment schedules(s) for each project.
• Ensure electricians and construction staff complete and submit documentation and certification for compliance of all required trainings and updates as required by industry.
• Manage and resolve any project-related issues or delays, working to minimize disruptions.
• Manage day-to-day office operations including answering phone calls, responding to emails, and scheduling meetings. 
• Manage physical considerations and cleaning of large construction electrical shop, including emptying trash and cleaning of common areas.

Qualifications:

• Business administration coursework highly desirable. 
• Previous experience in office administration and project management, preferably in the electrical or construction industry.
• Strong organizational skills and the ability to manage multiple projects simultaneously.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook) and invoice software (e.g., QuickBooks, Textura, Procor etc.).  Advanced ability in Excel a plus!
• Excellent written and verbal communication skills.
• Strong attention to detail with the ability to handle confidential information.
• Knowledge of electrical construction processes and terminology a plus.
• Adaptable to new technologies and processes, learning and training others in same.
• Ability to work under pressure and meet deadlines.
• Strong problem-solving and decision-making skills.
• Punctuality for office hours required.
• Comfortable amongst construction personnel and trade personnel.

Physical Requirements:

• Ability to sit or stand for extended periods.
• Ability to lift up to 25 lbs.
• Occasional travel to job sites or supplier or client sites may be required.

Benefits:

• Health & Dental Insurance
• Retirement Plan
• Annual 2-weeks PTO