Office Administrator

VPV ELECTRIC INC; Lincoln Park (NJ); On-site; USD 38,000 - 60,000; Full time

Benefits offered by this job

401(k)

Health insurance

Job summary

VPV Electric, Inc. is seeking an Office Administrator for its Lincoln Park, NJ operation, with an upcoming move to Butler, NJ. The role encompasses daily office operations, project coordination from bidding through closeout, and on-site collaboration with the project team.

The ideal candidate has strong administrative skills, experience in construction or related trades is a plus, and the ability to work on-site full-time in a fast-paced environment.

Qualifications

• Previous experience in an office or administrative role.
• Experience in construction, electrical, or related trades is preferred.

Responsibilities

• Answer phones, respond to emails, schedule appointments, and maintain calendars.
• Coordinate with project manager.
• Organize files and handle data entry.
• Submit permits and insurance paperwork when required.
• Prepare and submit project correspondence and submittals.
• Support project coordination from bidding through closeout.

Skills

Office Administration

Scheduling

Data entry

Communication

Multitasking

Education

Business administration

Tools

Excel

MS Office

Construction software

Job description

Benefits:

401(k)

Health insurance

Company Description

VPV Electric, Inc is an electrical construction company working on public works projects as a general contractor and subcontractor.

Job Summary

This is a full-time, on-site Office Administrator role based in Lincoln Park, NJ, with an upcoming move to Butler, NJ. You will manage daily office operations and handle project coordination from the bidding stage through project closeout.

Responsibilities

Daily Office Operations

Answer phones, respond to emails, schedule appointments, and maintain calendars.

Coordinate with project manager

Organize digital and physical files, process mail, and handle basic data entry.

Pre-Construction & Estimating

Monitor project invitations emailed from General Contractors (GCs) and Architects.

Print blueprints and prepare required bid documents and send out company's credentials.

Perform material take-offs (counting lighting fixtures and power distribution equipment).

Email quote requests to suppliers, receive quotes, and submit them to estimating.

Write and email formal project proposals.

Organize job folders.

Project Management (Post-Award to Closeout)

Submit permits and request insurance paperwork from the carrier.

Email schedules of values and construction schedules upon request.

Submit manufacturer submittals to Architects; issue supplier Purchase Orders (POs) upon approval (or revise and resubmit if rejected).

Track and communicate material lead times and sent to GCs or Architects upon request.

Prepare and submit AIA payment applications and progress invoices.

Schedule inspections and maintain daily project correspondence.

Prepare and submit final project closeout documents upon completion.

Qualifications

Previous experience in an office or administrative role; experience in construction, electrical, or related trades is preferred.

Education in business administration or a related field is preferred.

Strong Administrative Assistance and Office Administration skills, including scheduling, filing, data entry, and record keeping.

Proficient with email, word processing, spreadsheets (Excel); familiarity with construction software is a plus.

Ability to operate and troubleshoot common Office Equipment such as printers and scanners.

Excellent Communication with a professional phone manner and the ability to interact effectively with clients, vendors, and team members.

Strong organizational skills, attention to detail, and the ability to manage multiple tasks and priorities in a fast-paced environment.

Ability to work on-site full time, maintain punctuality, and support a collaborative, inclusive workplace.