Office Administrator - Invoicing & Scheduling

IT-EXPERT SOLUTIONS; Clifton (NJ); On-site; USD 37,000 - 52,000; Full time

Job summary

IT Expert Solutions is seeking an Office Administrator to run the day-to-day back office in Clifton, NJ. This hands-on role suits someone organized, comfortable on the phone, and able to juggle scheduling, paperwork, and client communication in a small, fast-moving company.

You will handle calls, coordinate site technicians, process contracts and invoices, manage accounts, orders, and permits, assist with drafting proposals, and support basic bookkeeping using QuickBooks or similar.

Qualifications

• 1-3+ years of office administration, dispatch, or customer service experience (construction/trades/field-service industry a plus, not required)
• Strong organizational skills and comfort managing multiple schedules and deadlines at once
• Proficient in Microsoft Office / Google Workspace; QuickBooks experience required (1 year)
• Clear, professional phone and written communication
• Ability to work independently in a small-team environment
• English proficiency required; ability to commute to Clifton, NJ 07011

Responsibilities

• Answer and route incoming calls; be the first point of contact for clients and vendors
• Schedule and coordinate site technicians' daily job assignments and appointments
• Prepare, send, and track client contracts, estimates, and invoices
• Process accounts receivable/payable and follow up on outstanding payments
• Order and track equipment/parts inventory with suppliers
• Maintain client records, job files, and permit paperwork
• Assist with drafting proposals and contracts using company templates
• Support basic bookkeeping (QuickBooks or similar)
• General office administration: filing, supplies, correspondence

Skills

Organizational skills

Phone communication

Independent work

English proficiency

Customer service

Tools

Microsoft Office

Google Workspace

QuickBooks

Job description

IT Expert Solutions (ITES), a growing low-voltage systems integrator specializing in access control, intercom, and video surveillance installations, is hiring an Office Administrator to run the day-to-day back office. This is a hands‑on, varied role for someone organized, comfortable on the phone, and able to juggle scheduling, paperwork, and customer communication in a small, fast‑moving company.

Responsibilities

• Answer and route incoming calls; be the first point of contact for clients and vendors
• Schedule and coordinate site technicians' daily job assignments and appointments
• Prepare, send, and track client contracts, estimates, and invoices
• Process accounts receivable/payable and follow up on outstanding payments
• Order and track equipment/parts inventory with suppliers
• Maintain client records, job files, and permit paperwork
• Assist with drafting proposals and contracts using company templates
• Support basic bookkeeping (QuickBooks or similar)
• General office administration: filing, supplies, correspondence

Qualifications

• 1-3+ years of office administration, dispatch, or customer service experience (construction/trades/field-service industry a plus, not required)
• Strong organizational skills and comfort managing multiple schedules and deadlines at once
• Proficient in Microsoft Office / Google Workspace; QuickBooks experience required (1 year)
• Clear, professional phone and written communication
• Ability to work independently in a small-team environment
• English proficiency required; ability to commute to Clifton, NJ 07011

Compensation & Schedule

• Pay range: $18.00to $25.00 per hour depending on experience
• Full-time, with flexible scheduling