Office Administrator

Ennis-Electric-Company,-Inc.; Manassas (VA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health, Dental and Vision Benefits

401(K) with company match

Employee Stock Ownership Plan (ESOP)

Paid Time Off

Continuing Education

Short- and Long-Term Disability

Employee-owned culture

Job summary

Ennis Electric Co., Inc. seeks an Office Administrator to manage administrative functions, coordinate communication, and support both office staff and field teams. The role thrives in a fast-paced environment and emphasizes organization and efficiency.

You will handle calls and emails, assist field superintendents with assignments and schedules, and support project teams with submittals, change orders, and closeout paperwork. Strong organizational skills are essential.

Qualifications

• Experience in the construction or electrical contracting industry is preferred.
• Familiarity with Vista by Viewpoint (Viewpoint Vista), Sage, or similar construction management/accounting software strongly preferred.
• Working knowledge of job costing, progress billing, and construction project workflows is a plus.

Responsibilities

• Answer and manage incoming phone calls and emails, providing excellent customer service to clients, vendors, and field technicians.
• Assist field superintendents in organizing and distributing jobsite assignments, location details, and schedule changes to field staff.
• Prepare invoices, progress billings, and assist with accounts payable and receivable tasks.
• Maintain accurate job files, permits, contracts, and compliance documentation.
• Support project managers with submittals, change orders, and project closeout paperwork.
• Track employee timesheets, job costing, and assist with payroll data entry.
• Order and track office and job site materials/supplies as needed.
• Coordinate with vendors, suppliers, and subcontractors regarding scheduling and documentation.
• Ensure proper filing and organization of digital and physical records for ongoing and completing electrical projects.
• Assist in coordinating company meetings, safety trainings, and team events, including scheduling, logistics, and communication with staff and vendors.

Skills

Customer service

Office administration

Communication

Organizational skills

Scheduling

Tools

Vista by Viewpoint (Viewpoint Vista)

Sage

Job description

The Office Administrator plays a key role in managing administrative functions, coordinating communication, and supporting both office staff and field teams. This is an excellent opportunity for someone who thrives in a fast-paced environment and enjoys keeping things organized and efficient.

Key Responsibilities

• Anwer and manage incoming phone calls and emails, providing excellent customer service to clients, vendors, and field technicians
• Assist field superintendents in organizing and distributing jobsite assignments, location details, and schedule changes to field staff
• Prepare invoices, progress billings, and assist with accounts payable and receivable tasks
• Maintain accurate job files, permits, contracts, and compliance documentation
• Support project managers with submittals, change orders, and project closeout paperwork
• Track employee timesheets, job costing, and assist with payroll data entry
• Order and track office and job site materials/supplies as needed
• Coordinate with vendors, suppliers, and subcontractors regarding scheduling and documentation
• Ensure proper filing and organization of digital and physical records for ongoing and completing electrical projects
• Assist in coordinating company meetings, safety trainings, and team events, including scheduling, logistics, and communication with staff and vendors

Preferred Experience

• Experience in the construction or electrical contracting industry is preferred
• Familiarity with Vista by Viewpoint (Viewpoint Vista), Sage, or similar construction management/accounting software strongly preferred
• Working knowledge of job costing, progress billing, and construction project workflows is a plus

Why Join Us?

• Collaborative and growth-oriented environment
• Competitive compensation and benefits package
• Strong, Stable Company with Growth
• Health, Dental and Vision Benefits
• 401(K) with company match
• Employee Stock Ownership Plan (ESOP) participation
• Paid Time Off
• Continuing Education relevant to job responsibilities
• Short- and Long-Term Disability
• Strong employee‑owned culture that continuously gives back to the employees

Ennis Electric Co., Inc. is an Equal Opportunity Employer and complies with all applicable federal, state, and local employment laws. We are committed to a workplace free of discrimination and harassment.

Equal Opportunity Employer, including disabled and veterans.