Job Description
All Thingz Electric is looking for a full-time Office Administrator to run the front office and keep the business organized behind the scenes. This person will be the hub connecting customers, technicians in the field, and the owner — handling scheduling, billing, and day-to-day admin work so jobs run smoothly and customers have a great experience.
Key Responsibilities
- Answer and route incoming calls; serve as the friendly first point of contact for customers and vendors
- Schedule and dispatch electricians to job sites; build and adjust daily/weekly routes as jobs shift or run long
- Confirm appointments with customers, send reminders, and handle rescheduling when plans change
- Prepare and send customer invoices and estimates; track payments and follow up on outstanding balances
- Process vendor and supplier invoices, and help coordinate material/parts orders for upcoming jobs
- Maintain accurate customer files, job history, and notes in the scheduling/CRM system
- Assist with pulling and tracking electrical permits with local municipalities
- Greet walk-in customers and vendors and keep the front office organized and professional
- Order office and shop supplies and keep basic inventory of small parts stocked
- Collect technician timesheets and support payroll preparation
- Draft and proofread customer-facing communications, including quotes, emails, and follow-ups
- File and organize contracts, licenses, insurance certificates, and other business paperwork
- Support the owner/manager with ad hoc administrative projects and reporting as needed
Ideal Candidate Profile
Skills can be taught — these are the personality traits that predict whether someone will thrive in this role:
- Organized & detail-oriented: Juggles multiple schedules, invoices, and customer requests without dropping details.
- Calm under pressure: Handles urgent calls, frustrated customers, and last-minute schedule changes without getting rattled.
- Clear communicator: Comfortable on the phone, writes professional emails, and relays accurate information between customers and field techs.
- Customer-first mindset: Friendly, patient, and service-oriented — represents the company well on every call.
- Trustworthy & discreet: Handles money, customer data, and scheduling responsibly and with integrity.
- Tech-comfortable: Picks up scheduling software, QuickBooks, and CRM tools quickly and isn’t afraid of new systems.
- Proactive problem-solver: Anticipates issues — like permit delays or no-shows — and works to resolve them without hand-holding.
- Independent but collaborative: Works well with technicians and the owner, but doesn’t need constant supervision to stay productive.
- Reliable & punctual: Shows up consistently — the office is the hub of the business, and consistency matters.
- Steady, positive demeanor: Sets a calm, upbeat tone for the office that customers and technicians both notice.
Pay: $20.00 - $24.00 per hour
Work Location: In person
