Office Manager

We’re looking for an organized, dependable, and detail-oriented Office & Project Coordinator to help keep our office and projects running smoothly.

This is a hands-on role with a variety of responsibilities, including office administration, billing, payroll, project coordination, estimating, permits, and customer service. You’ll work closely with management, employees, customers, vendors, and other business partners.

We’re looking for someone who enjoys staying organized, can manage multiple priorities, and isn’t afraid to jump in wherever help is needed.

What You’ll Do

Office & Administration

• Help manage the day-to-day operations of the office
• Handle emails, mail, filing, records, and office supplies
• Keep customer, project, and company files organized and up to date
• Maintain job tracking systems and project records
• Keep track of deadlines and follow up on outstanding items
• Provide general administrative support to management

Billing, Accounting & Payroll

• Prepare and send customer invoices
• Keep track of outstanding invoices and follow up on overdue accounts
• Process customer deposits and recurring billing
• Process company bills and vendor payments
• Maintain organized financial and banking records
• Provide documentation to management and the company accountant
• Assist with quarterly tax paperwork and insurance audits
• Process weekly payroll and review employee timesheets for accuracy

Estimating & Bidding

• Review plans, drawings, and project specifications
• Perform project takeoffs and determine material, equipment, and labor needs
• Gather and organize material and vendor pricing
• Assist with preparing estimates, bids, and proposals
• Review bid requirements and project scope
• Follow up with customers on submitted proposals
• Keep track of pending, accepted, and completed proposals

Project & Customer Coordination

• Set up new customers and project files
• Assign and track job numbers
• Organize paperwork and documentation for new projects
• Help process accepted proposals and begin customer billing
• Coordinate project paperwork between customers, employees, vendors, and management
• Keep project information, billing, permits, and inspection records organized and current

Permits & Licensing

• Prepare and submit electrical permit applications
• Coordinate permit requirements with local municipalities
• Track inspections and project requirements
• Submit and maintain Central Hudson job number requests
• Keep company licenses and insurance documentation up to date
• Assist with annual insurance audits and license renewals

Alarm & Monitoring Accounts

• Set up new alarm and monitoring customers
• Maintain customer paperwork, agreements, and account records
• Process installation and recurring monitoring invoices
• Maintain test timer and monitoring records
• Process insurance forms
• Update new and cancelled accounts
• Coordinate paperwork with monitoring providers

Vendors & Purchasing

• Process vendor invoices and payments
• Maintain vendor records
• Order office and administrative supplies
• Communicate with vendors regarding billing, accounts, and documentation

What We’re Looking For

The ideal candidate is someone who is:

• Organized, dependable, and detail-oriented
• Comfortable managing several tasks and deadlines at once
• A strong communicator with good customer service skills
• Able to work independently while staying in communication with management and field employees
• Comfortable using Microsoft Office and accounting/project management software
• Able to problem-solve and follow tasks through to completion
• Comfortable reviewing construction plans and project documents for estimating and takeoffs
• Familiar with construction, electrical contracting, or a similar industry is a plus

This person will be an important part of keeping the business organized and running efficiently. From billing and payroll to project paperwork, estimates, permits, customers, and everyday office needs, you’ll help make sure things get done accurately and on time.

Pay: $25.00 - $35.00 per hour

Benefits:

• Paid time off

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $25 - $35