Office Administrator

Office Administrator

Ray’s Electric & General Contracting
Location: Berlin, NH
Job Type: Full-Time | In Person
Pay: $22–$30 per hour, based on experience

Position Overview

Ray’s Electric & General Contracting is seeking a dependable, organized, and detail-oriented Office Administrator to support our daily office operations, project administration, and customer billing.

This position plays an important role in keeping our business running efficiently by maintaining accurate records, coordinating administrative tasks, supporting our office and field teams, and ensuring monthly job billing is completed accurately and on time.

The ideal candidate is comfortable working with technology and numbers, communicates professionally, manages multiple priorities, and takes pride in completing work accurately and efficiently.

Key ResponsibilitiesOffice Administration & Communication

• Answer incoming calls, respond to emails, greet visitors, and direct inquiries to the appropriate team member.
• Monitor the general company email inbox and distribute messages as needed.
• Maintain organized electronic and physical filing systems.
• Prepare, scan, copy, and distribute business documents.
• Order office supplies and help maintain an organized, professional office environment.
• Receive and distribute mail, deliveries, and shipments.
• Assist with scheduling meetings, appointments, and administrative deadlines.
• Maintain accurate contact information and company records.

Job Billing, Accounting & Recordkeeping

• Prepare and process monthly customer billing for completed and ongoing jobs, ensuring invoices are accurate and submitted on time.
• Gather and review job-related documentation, including employee timecards, material purchases, purchase orders, subcontractor invoices, and other billable expenses.
• Coordinate with project managers and field personnel to verify billing information and job progress.
• Prepare customer invoices using company accounting and construction management software.
• Maintain accurate and organized billing records for each job, including invoices, supporting documentation, billing history, and outstanding items.
• Track billing deadlines and collect required information before month-end invoicing.
• Identify and help resolve missing information, discrepancies, and billing questions.
• Coordinate with management and accounting personnel to ensure billing records are complete and accurate.
• Assist with routine accounting tasks, including data entry, vendor documentation, and payroll preparation support.

Project & Construction Administration

• Provide administrative support to project managers, estimators, and field personnel.
• Organize, print, upload, and distribute project drawings, specifications, and related documents.
• Assist with bid submissions, project files, and required forms.
• Collect and organize subcontractor and vendor documentation, including W-9 forms and certificates of insurance.
• Help track purchase orders, material documentation, and project-related paperwork.
• Maintain accurate project records using company software and spreadsheets.
• Follow up on missing documentation and communicate deadlines to the appropriate team members.

Employee & HR Administration

• Assist with scheduling interviews and coordinating applicant communication.
• Prepare onboarding paperwork and organize new-hire documentation.
• Maintain employee files and track required certifications, licenses, and training records.
• Help coordinate employee meetings, training sessions, and company events.
• Handle employee information with professionalism and confidentiality.

General Administrative Support

• Maintain calendars and reminders for company registrations, renewals, and other recurring deadlines.
• Assist with tracking vehicle and equipment documentation.
• Coordinate routine communication with vendors and service providers.
• Help employees with basic administrative and technology-related questions.
• Identify missing information, follow up on outstanding tasks, and bring issues to management when necessary.
• Support improvements to office organization and administrative procedures.

QualificationsRequired

• 2 years of experience in an administrative, office support, billing, or similar role.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Strong numerical accuracy and ability to work with invoices, financial records, and spreadsheets.
• Ability to collect, verify, and reconcile information from multiple sources.
• Comfortable learning new software and working with electronic records.
• Clear, professional verbal and written communication skills.
• Ability to manage multiple tasks, interruptions, and changing priorities.
• Ability to meet recurring monthly deadlines.
• Dependable, punctual, and able to work independently.
• Ability to handle confidential information appropriately.
• Strong customer service skills and a team-oriented attitude.

Preferred

• Administrative experience in construction, electrical contracting, or a related industry.
• Experience with customer invoicing, accounts receivable, or job billing.
• Familiarity with construction job costing, time-and-material billing, or progress billing.
• Experience with QuickBooks or construction accounting software.
• Experience supporting project documentation, purchase orders, or vendor records.
• Familiarity with Microsoft 365 and construction management software.
• Experience with basic bookkeeping, timesheet administration, or employee onboarding.

What Success Looks Like

A successful Office Administrator at Ray’s Electric:

• Completes monthly job billing accurately and within established deadlines.
• Maintains complete, organized, and accessible billing records for each job.
• Identifies missing billing information and resolves discrepancies promptly with the appropriate team members.
• Keeps office and project records accurate, complete, and easy to locate.
• Responds professionally and promptly to customers, employees, and vendors.
• Completes assigned administrative work accurately and on time.
• Helps project managers and field employees obtain the information they need.
• Follows through on commitments without requiring constant reminders.
• Recognizes problems early and communicates them to the appropriate person.
• Contributes to a dependable, organized, and positive office environment.

Our Core Values

Our values guide how we work and how we treat one another.

Trust is Our Foundation — We do what we say and follow through on our commitments.

Always Learning, Always Teaching — We seek improvement, share knowledge, and help one another grow.

Teamwork is Our Edge — We support one another and work toward shared goals.

Our Work is Our Proof — We take pride in quality, accountability, and results.

Compensation & Benefits

• $22–$30 per hour, depending on qualifications and experience.
• Full-time, in-person position in Berlin, NH.
• 401(k).
• Paid time off.
• Paid holidays.
• Opportunities for professional development and growth.

Work Environment

This position is primarily office-based and involves frequent computer use, telephone communication, document handling, and interaction with employees, customers, and vendors.

The Office Administrator must be comfortable working in a busy environment where daily priorities may change based on operational needs.

Apply Today

Ray’s Electric & General Contracting is looking for someone who takes pride in being organized, dependable, and accurate.

If you enjoy supporting a team, maintaining organized systems, and ensuring important work gets completed correctly and on time, we encourage you to apply.

Ray’s Electric & General Contracting is an Equal Opportunity Employer.

Pay: $22.00 - $30.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $22 - $30