Office Administrator - Industrial Electrical Contractor

Reports To: Operations Manager / Office Manager

Job Summary:

The Office Administrator for an Industrial Electrical Contractor is responsible for managing administrative tasks that support the efficient running of the office and industrial electrical projects. The administrator will handle a variety of clerical duties, assist with financial tracking, coordinate communication between office and field teams, and ensure compliance with industrial safety and regulatory standards.

Key Responsibilities:

1. Administrative Support:

   • Manage and organize project files, ensuring proper documentation for industrial electrical projects, including contracts, drawings, permits, and technical specifications.

   • Process purchase orders, invoices, and other financial documents related to industrial electrical installations and maintenance.

   • Schedule meetings, inspections, and project timelines, ensuring effective communication between the office and industrial field teams.

   • Prepare and distribute correspondence such as emails, memos, and reports related to project updates.

2. Project Coordination:

   • Coordinate project schedules with industrial clients, subcontractors, and suppliers to ensure timely delivery of materials and completion of tasks.

   • Assist with the preparation and submission of bids, proposals, and project documentation required by clients or regulatory bodies.

   • Monitor job progress and assist in tracking labor hours, ensuring project timelines are adhered to and resources are allocated efficiently.

3. Financial and Budgetary Assistance:

   • Assist in monitoring and tracking project budgets, including material and labor costs.

   • Help manage accounts payable/receivable, ensuring prompt processing of invoices and timely payment to subcontractors and suppliers.

   • Track payroll, process timesheets, and ensure accuracy in job coding for employees working on industrial projects.

4. Document and Compliance Management:

   • Maintain comprehensive records of safety inspections, certifications, and other compliance documentation for industrial electrical work.

   • Ensure that all documentation is in line with local, state, and federal regulations, particularly as they relate to industrial electrical installations.

   • Track and file insurance certificates, bonding documents, and permits required for working in industrial settings.

5. Client and Vendor Relations:

   • Serve as the primary point of contact for clients, suppliers, and subcontractors, ensuring clear communication and issue resolution.

   • Coordinate with vendors and suppliers to ensure timely delivery of materials and equipment to industrial job sites.

   • Manage client inquiries, complaints, or service requests related to ongoing or completed industrial projects.

6. Office Management:

   • Handle general office duties, including answering phones, greeting visitors, and maintaining office supply levels.

   • Ensure that office equipment is functioning properly and coordinate repairs or maintenance as necessary.

   • Maintain a clean, organized, and efficient office environment.

7. Safety and Industrial Compliance:

   • Assist in ensuring that safety protocols are followed, both in the office and on-site.

   • Help coordinate safety training for employees, track certifications, and manage OSHA and other safety-related documentation.

   • Ensure compliance with industry regulations and electrical codes, particularly for high-voltage and industrial equipment installations.

Qualifications:

• Education: High school diploma or equivalent required; associate’s or bachelor’s degree in business administration, electrical engineering, or a related field is a plus.

• Experience:

  • Minimum of 3-5 years of administrative experience, preferably in the construction or industrial electrical sector.

  • Familiarity with project management software (e.g., Procore, Buildertrend, or similar).

  • Experience working with financial tracking systems or software (e.g., QuickBooks, Sage).

• Skills:

  • Strong organizational and multitasking abilities, with attention to detail.

  • Proficiency in Microsoft Office (Word, Excel, Outlook) and other office software.

  • Excellent communication skills, both verbal and written.

  • Basic knowledge of industrial electrical systems, terminology, and codes is preferred.

• Certifications: Not mandatory, but certifications in office administration, project management, or construction management are advantageous.

Working Conditions:

• Primarily office-based, with some visits to industrial sites required.

• May involve occasional interaction with industrial electricians, engineers, and field personnel in factory or plant environments.