What are the responsibilities and job description for the Office Administrator position at VPV ELECTRIC INC?
Company Description
VPV Electric, Inc is an electrical construction company working on public works projects as a general contractor and subcontractor.
Job Summary
This is a full-time, on-site Office Administrator role based in Lincoln Park, NJ, with an upcoming move to Butler, NJ. You will manage daily office operations and handle project coordination from the bidding stage through project closeout.
Responsibilities
Daily Office Operations
- Answer phones, respond to emails, schedule appointments, and maintain calendars.
- Coordinate with project manager
- Organize digital and physical files, process mail, and handle basic data entry.
Pre-Construction & Estimating
- Monitor project invitations emailed from General Contractors (GCs) and Architects.
- Print blueprints and prepare required bid documents and send out company's credentials.
- Perform material take-offs (counting lighting fixtures and power distribution equipment).
- Email quote requests to suppliers, receive quotes, and submit them to estimating.
- Write and email formal project proposals.
- Organize job folders.
Project Management (Post-Award to Closeout)
- Submit permits and request insurance paperwork from the carrier.
- Email schedules of values and construction schedules upon request.
- Submit manufacturer submittals to Architects; issue supplier Purchase Orders (POs) upon approval (or revise and resubmit if rejected).
- Track and communicate material lead times and sent to GCs or Architects upon request.
- Prepare and submit AIA payment applications and progress invoices.
- Schedule inspections and maintain daily project correspondence.
- Prepare and submit final project closeout documents upon completion.
Qualifications
- Previous experience in an office or administrative role; experience in construction, electrical, or related trades is preferred.
- Education in business administration or a related field is preferred.
- Strong Administrative Assistance and Office Administration skills, including scheduling, filing, data entry, and record keeping.
- Proficient with email, word processing, spreadsheets (Excel); familiarity with construction software is a plus.
- Ability to operate and troubleshoot common Office Equipment such as printers and scanners.
- Excellent Communication with a professional phone manner and the ability to interact effectively with clients, vendors, and team members.
- Strong organizational skills, attention to detail, and the ability to manage multiple tasks and priorities in a fast-paced environment.
- Ability to work on-site full time, maintain punctuality, and support a collaborative, inclusive workplace.