Office Administrator

About This Role

An Office Administrator is needed to manage the daily administrative and customer-facing aspects of a growing low-voltage contracting business. This role is for a highly organized, proactive individual who can take ownership of their workload, communicate professionally, and help develop efficient processes.

Responsibilities

• Answer incoming customer phone calls and determine what is needed
• Respond to and manage assigned customer emails
• Follow up with customers regarding estimates, scheduling, project information, and service requests
• Work extensively within Service Fusion, the service-management platform
• Build and format estimates based on information dictated or provided by ownership/project management
• Enter project descriptions, scopes of work, quantities, customer information, and other estimate details so estimates are prepared for final pricing and approval
• Take detailed notes quickly and accurately during conversations
• Assist with service requests and work-order administration
• Receive requests from field technicians for materials, equipment, or project needs and coordinate those requests for approval
• Help organize material orders and purchasing while obtaining final authorization before purchases are made
• Maintain accurate customer, job, and project information
• Assist with job closeout documentation and administrative follow-up
• Follow up on outstanding estimates and customer decisions as directed
• Assist with technician and project scheduling as knowledge of the company and operations develops
• Help identify administrative bottlenecks and develop practical processes to make the office run more efficiently
• Handle other day-to-day administrative tasks necessary to support a growing contracting company

Requirements

• Excellent verbal and written communication skills
• Professional and confident phone presence
• Fast and accurate typing skills
• Strong organizational and time-management skills
• Ability to manage phone calls, emails, estimates, and administrative responsibilities throughout the day
• Strong attention to detail
• Ability to take incomplete information and turn it into an organized document or task
• Comfort learning new software
• Familiarity with Google Workspace, including Gmail, Google Docs, Google Sheets, and Google Drive
• Ability to work independently without requiring constant supervision
• Willingness to ask questions when necessary while also attempting to solve problems independently
• Professional communication skills when dealing with customers, vendors, technicians, subcontractors, and management