Job Description
Job Description
Description : Position Summary :
We are seeking a highly organized and detail-oriented Office Administrator to manage the scheduling of electrical final inspections, coordinate job schedules, handle invoicing for completed work, and submit necessary close-out forms for projects. This role requires strong communication skills, multitasking ability, and the capacity to work with local municipalities, customers, and internal teams to ensure smooth and timely project completion.
Key Responsibilities :
- Scheduling Electrical Inspections :
Coordinate with local municipalities to schedule final electrical inspections for completed projects.
Communicate inspection dates and requirements to customers and internal teams.Track inspection results and follow up on any required actions or re-inspections.Job Scheduling and Coordination :Work closely with project managers and technicians to schedule jobs, ensuring proper allocation of resources and timely project completion.
Maintain an updated schedule of job statuses and ensure all parties are informed of any changes.Invoicing and Billing :Prepare and issue invoices for completed electrical work, ensuring all charges are accurate and reflect the terms of the contract.
Collaborate with the accounting team to ensure proper billing and follow up on any outstanding invoices.Ensure timely processing of invoices in accordance with company policies and deadlines.Close-Out Documentation :Submit close-out forms to clients and municipalities, ensuring all required paperwork is complete and accurate.
Maintain accurate records of all project documentation, including inspection reports, invoicing, and close-out forms.Assist with any additional administrative tasks related to project completion and documentation.Qualifications :
High school diploma or equivalent required. Associate’s degree in business administration, or a related field is a plus.Proven experience in office administration or a similar role, preferably in the construction, electrical, or trade industry.Strong organizational skills and the ability to manage multiple tasks and deadlines.Excellent communication skills, both written and verbal.Familiarity with scheduling software, invoicing systems, or project management tools is a plus.Detail-oriented and able to maintain accurate records and documentation.Ability to work independently and as part of a team.Preferred Skills :
Experience working with local municipalities or understanding of building codes and inspection processes.Basic knowledge of electrical terminology and processes.Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and other office management tools.Ability to adapt to new software and systems quickly.Requirements : Education :
High school diploma or equivalent required.Associate’s degree in Business Administration, Management, or related field preferred.Experience :
Previous experience in an office environment, administrative, or clerical roles.Experience in scheduling, project management, or invoicing (if relevant to the role).Familiarity with working in a specific industry (e.g., construction, electrical, real estate, etc.) is a plus.Technical Skills :
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.).Ability to learn new software tools quickly.Communication Skills :
Excellent written and verbal communication skills.Ability to communicate effectively with internal teams, external customers, and vendors.Professional phone etiquette and email communication skills.Organizational Skills :
Strong attention to detail with the ability to manage multiple tasks simultaneously.Ability to prioritize tasks and meet deadlines in a fast-paced environment.Strong problem-solving skills and the ability to troubleshoot administrative challenges.Interpersonal Skills :
Ability to work collaboratively as part of a team.Customer-focused attitude with a strong desire to provide excellent service.Flexibility and adaptability to handle changing priorities or urgent tasks.Time Management :
Efficient in managing time and handling competing priorities.Strong ability to stay on task and follow up on pending tasks or issues.Other :
Ability to maintain confidentiality and handle sensitive information with discretion.Strong initiative and ability to work independently when needed.A proactive attitude, with the ability to anticipate needs or potential challenges before they arise.
