Electrical Contracting Administrator

Liaison between management, inner company departments and electrical group as well as management and customers; Responsible for all administrative duties of electrical division; Act as project coordinator from estimate to start-up of projects; Complete, record, monitor follow-up and maintain bid requests received; Develops, analyzes and organizes information to promote division efficiency; Aids in the coordination of project/labor scheduling and material procurement; Work closely with Estimators, Project Managers, Superintendents, Director and President.

Responsibilities:

• Oversee Foundation Mobile Payroll Data Entry Management (weekly posting from field employees, job expenses/travel expense/vehicle expense posting, daily log & toolbox talk tracking
• Enters employee time records weekly; Researches and analyzes any inconsistencies found in order to provide accurate payroll and labor data; Posts electrician mileage; Assists with getting mileage expense reports approved
• Assist with project estimating: manage estimate log & Foundation bid tracker, obtaining project documentation, pre & post bid follow up, file management
• Oversee Time & Material Jobs and Service Orders: Opening of new jobs; Paperwork management; Prepares and analyzes job re-caps for quality end of month customer T&M billing; Final invoicing; Creates manual invoices when necessary; Audits billing entries and researches questions in regard to non-consistent and/or incomplete information ; Proactively communicates inconsistencies between invoices and system information to Accounting; Monitors special requirements for customer billing
• Coordinates with management to develop and publish the Division weekly schedule; track PTO & apprentice school dates
• Coordinates and publishes the electrical weekly schedule, on-call schedule and weekend work schedule; Ensures smooth transition of the on-call status between team members on Mondays; Reviews all after hours call reports and identifies, researches and communicates any issues to management
• Cut & receive purchase orders (back-up accounting dept)
• Responsible for updating, auditing, and completing job reports to ensure profit; Researches and gives recommendations to resolve inconsistencies; Posts 3106 items to jobs/service orders; Creates job books at job completion
• Calculates use tax and communicates accurate figures to Accounting (A/R)
• Schedule Division meetings and schedule conference room; take minutes
• Answers PDC electrical customer phone calls; Backs up switchboard coverage for A-1 and PDC receptionists
• Effectively communicates with all PDC and A-1 divisions as well as customers, support departments, and vendors to effectively and proactively resolve issues.
• Back-up administrative duties for Administrators in other departments
• Performs related duties as assigned (producing labels, ordering consumables, etc.)

Required-

• High school diploma or GED
• Self-motivated, goal oriented quality driven, and capable of working without a lot of supervision
• Good math skills, including basic algebra
• Valid driver’s license and good driving record

Desired-

• Associate or bachelor's Degree in a related field desired
• 3-5 years of administration experience and knowledge of software
• 5 years of electrical construction or industrial construction experience a plus
• National Electrical Code (NEC) knowledge
• Ability to read and/or understand electrical diagrams & blueprints
• Understanding of: Safety, Lock-out/Tag-out, HAZMAT, Forklift, Electrostatic Discharge, Foreign Object Damage, and Quality System
• Experience in Microsoft Office and Microsoft Project a plus
• Good attendance history