Experienced Office Manager – Electrical Contracting Company
Location: Bonita, California
Employment Type: Full-Time
Schedule: Monday–Friday, full-time business hours
Experience Required: Prior office management experience is required
Pay: $35-$40 per hour.
About Our Company
We are an established electrical contracting company that has proudly served our customers for 31 years. Our team includes 11 electricians, and we take pride in providing dependable service, maintaining strong customer and vendor relationships, and running an organized, professional business.
Our longtime Office Manager is retiring after 15 years with the company. We are looking for an experienced, reliable, and detail-oriented professional to take over this important role and become a valued member of our team.
This is an opportunity for someone who enjoys taking ownership of office operations, working closely with the company owner and field electricians, and helping keep an established business running efficiently.
Position Summary
The Office Manager is responsible for overseeing daily office operations, coordinating accounting and payroll processes, maintaining project and vendor documentation, supporting human resources and compliance, and managing communications between customers, the owner, and field personnel.
The ideal candidate is organized, proactive, trustworthy, comfortable managing multiple priorities, and experienced in office management. Construction or electrical contracting experience is highly desirable.
* Create, prepare, and send customer invoices using QuickBooks.
* Track project billing, customer payments, outstanding balances, and accounts receivable.
* Monitor vendor invoices and payment due dates and coordinate timely payments.
* Prepare and make bank deposits and maintain accurate deposit records.
* Reconcile and track payments received against individual projects.
* Maintain organized accounting records and follow up on overdue customer payments.
* Communicate with the owner regarding outstanding invoices, upcoming payments, and cash-flow-related items.
2. Payroll Coordination
* Collect, review, and verify employee timesheets for accuracy and completeness.
* Coordinate payroll processing with the company’s payroll provider.
* Prepare, review, and submit certified payroll documentation as required for applicable projects.
* Follow up on missing hours, discrepancies, and payroll questions.
* Maintain accurate payroll-related records and meet applicable submission deadlines.
3. Subcontractor & Vendor Coordination
* Collect, review, organize, and track lien waivers from subcontractors and vendors.
* Obtain and maintain current certificates of insurance.
* Monitor insurance expiration dates and proactively request updated documentation before expiration.
* Maintain organized vendor and subcontractor records.
* Follow up on missing documents and help ensure project files meet applicable contractual and compliance requirements.
4. Human Resources & Compliance Support
* Coordinate new employee onboarding, including required paperwork and documentation.
* Maintain confidential and organized employee personnel files.
* Assist with employee records, policy acknowledgments, and other administrative HR tasks.
* Help maintain company safety documentation and track required compliance paperwork, training, or renewals.
* Support the owner with routine employee administration and recordkeeping.
5. Office Technology, Equipment & Supplies
* Manage day-to-day office operations, equipment, and office supplies.
* Maintain and help administer office software and platforms, including QuickBooks and Quidoba.
* Coordinate basic technology troubleshooting and contact outside support when needed.
* Maintain orderly digital and physical filing systems.
* Identify opportunities to improve office organization, recordkeeping, and administrative efficiency.
6. Communications & Daily Office Management
* Answer incoming telephone calls professionally and direct inquiries appropriately.
* Serve as a primary point of contact for customers, vendors, and subcontractors.
* Relay messages, schedule-related information, and job updates between field electricians and the company owner.
* Help coordinate daily office priorities and respond to routine administrative needs.
* Maintain a professional, organized, and welcoming office environment.
* Handle confidential company, financial, and employee information with discretion.
Required Qualifications
* Prior office management experience is required. Only candidates with office management experience will be considered.
* Strong organizational skills and exceptional attention to detail.
* Experience handling accounts payable, accounts receivable, invoicing, and payment tracking.
* Working knowledge of QuickBooks.
* Experience coordinating payroll and maintaining accurate employee records.
* Strong written and verbal communication skills.
* Ability to manage multiple responsibilities independently and meet deadlines.
* Proficiency with computers, email, spreadsheets, and common office software.
* Professional judgment, reliability, discretion, and a strong sense of responsibility.
Preferred Qualifications
* Previous experience in electrical contracting, construction, or a related trade.
* Experience with certified payroll and construction project documentation.
* Familiarity with lien waivers, certificates of insurance, subcontractor documentation, and vendor compliance.
* Experience coordinating with an outside payroll provider.
* Familiarity with Quidoba and the company’s existing office technology platforms, or the ability to learn them quickly.
What We Offer
* Health insurance, dental insurance and matching 401K.
* Full-time, weekday employment in Bonita, California.
* The opportunity to join an established company with 31 years in business.
* A close-knit team of 11 electricians and direct working relationships with company leadership.
* A key role with meaningful responsibility and the opportunity to make a lasting contribution.
* An established position with a clear need for continuity, organization, and dependable office leadership.
Compensation: Competitive and commensurate with experience.
How to Apply
Please submit your résumé along with a brief description of your office management experience, including your experience with QuickBooks, accounts payable and receivable, payroll coordination, and construction-related administration, if applicable.
We are seeking an experienced professional who can take ownership of this role and help ensure a smooth transition as our longtime Office Manager retires.
Office management experience is required. Candidates without prior office management experience will not be considered.
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