Secretary/Receptionist

Administrative Assistant / Secretary / ReceptionistOverview

We are seeking a reliable, organized, and detail-oriented Administrative Assistant / Secretary / Receptionist to join our electrical contracting office. This position plays an important role in supporting daily office operations, communicating with customers, coordinating schedules, maintaining records, and assisting management and field technicians.

The ideal candidate is professional, dependable, comfortable handling multiple tasks at once, and able to communicate effectively with customers, vendors, inspectors, and team members. Previous experience in a construction, electrical, or service-based office is preferred but not required.

Responsibilities

• Answer and manage incoming phone calls, emails, and customer inquiries professionally
• Schedule service calls, estimates, inspections, and appointments
• Coordinate daily schedules with electricians and field technicians
• Communicate with customers regarding scheduling, project updates, invoices, and outstanding balances
• Prepare and organize estimates, invoices, purchase orders, and other office documents
• Assist with accounts receivable and accounts payable
• Enter and maintain accurate customer, job, and financial information using QuickBooks and other office software
• Assist with electrical permit applications and inspection scheduling
• Communicate with local building departments, inspectors, utility companies, vendors, and contractors as needed
• Maintain organized digital and physical job files
• Track project documentation, permits, inspections, invoices, and payments
• Order office supplies, uniforms, materials, and other company necessities
• Assist with vendor pricing, material orders, and delivery coordination
• Maintain company calendars and help coordinate appointments and deadlines
• Assist management with general administrative duties
• Follow up with customers, vendors, contractors, and other parties regarding ongoing projects
• Maintain confidentiality of customer, employee, and company information
• Provide general support to ensure efficient day-to-day office operations

Qualifications

• Previous administrative, secretary, receptionist, or office experience preferred
• Strong organizational and multitasking skills
• Excellent verbal and written communication skills
• Professional and friendly phone etiquette
• Comfortable communicating with customers and resolving routine questions
• Proficiency with Microsoft Office, including Outlook, Word, and Excel
• Experience with QuickBooks is strongly preferred
• Strong computer and data-entry skills
• Ability to learn new software and online permitting systems
• Strong attention to detail and accuracy
• Ability to prioritize responsibilities in a fast-paced environment
• Dependable, punctual, and able to work independently
• Experience in an electrical, construction, HVAC, plumbing, or service company is a plus
• Bilingual English/Portuguese is a plus

What We Are Looking For

We are looking for someone who takes initiative, stays organized, communicates well, and is comfortable managing several responsibilities throughout the day. This person will work closely with management, customers, field employees, contractors, vendors, inspectors, and other professionals.

This is a great opportunity for someone looking for a long-term administrative position with an established electrical contracting company.

Pay: $18.00 - $22.00 per hour

Expected hours: 40.0 per week

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person

Salary : $18 - $22