Office Manager

Intuit, Inc.; Toms River (NJ); On-site; USD 42,000 - 65,000; Full time

Job summary

True Circuit Electrical Testing L.L.C. in Toms River, NJ seeks an organized Office Manager / Administrative Coordinator to manage daily admin tasks and support field operations.

The role covers records, scheduling, billing, and project paperwork, aimed at reducing leadership workload while ensuring accuracy and confidentiality.

Qualifications

• Experience in office administration or project coordination.
• Strong organization and ability to manage deadlines independently.
• Proficiency with QuickBooks, Word, Excel, email, calendars, and PDFs.
• Clear written and verbal communication with follow-through.
• Ability to handle confidential employee, customer, and financial data.

Responsibilities

• Maintain office supplies, files, and shared folders.
• Answer and route calls and emails; respond to routine inquiries.
• Maintain current customer, vendor, and subcontractor contacts.
• Prepare customer invoices from estimates and field records.
• Track invoices, payments, and billing discrepancies for management.
• Coordinate master schedule, field assignments, and site access.
• Arrange travel, hotels, deliveries, and equipment with management.
• Draft reports and assemble test sheets, equipment lists, and docs.
• Maintain personnel records and track training, absences, and timesheets.
• Obtain quotes, compare pricing, and process purchase orders.

Skills

Office administration

Bookkeeping

Project coordination

Scheduling

Billing

Vendor management

Confidential data handling

Electrical testing knowledge

Tools

QuickBooks

MS Word

MS Excel

Email management

Calendars

PDF documents

Job description

Office Manager / Administrative Coordinator

True Circuit Electrical Testing L.L.C. - Toms River, NJ

Reports to: Ryan Strafer, President, and Dean DiSanzo, Vice President

About the position

True Circuit Electrical Testing provides electrical testing and maintenance services to healthcare facilities, government agencies, and commercial and industrial customers.

We are seeking an organized, dependable Office Manager / Administrative Coordinator to manage daily administrative activities and support our field operations. This person will keep company records, schedules, billing, and project paperwork organized, reducing the administrative workload on company leadership.

Responsibilities

Office administration and communication

• Maintain office supplies, order materials, and keep office files and shared folders organized.
• Answer and route phone calls and emails, respond to routine customer and vendor inquiries, and follow up on outstanding requests.
• Maintain current customer, vendor, and subcontractor contact information.

Invoicing and bill payments

• Prepare customer invoices using approved estimates, purchase orders, field records, and billing instructions.
• Track invoice submission, payment status, and outstanding balances; follow up with customers and flag payment issues for management.
• Review vendor bills against purchase orders and receipts, process approved payments, and maintain supporting records.
• Coordinate with the company's bookkeeper or accountant to resolve missing information and billing discrepancies.

Scheduling and project coordination

• Maintain True Circuit's master schedule, including field assignments, shutdowns, meetings, deadlines, and employee availability.
• Coordinate scheduling details with customers and technicians, confirm appointments, and communicate changes promptly.
• Arrange approved travel, hotels, deliveries, rentals, and site-access paperwork.
• Track outstanding project documents and follow up with the responsible person until they are complete.

Reports and project documentation

• Draft and format reports using company templates and information provided by field personnel.
• Assemble test sheets, photographs, equipment lists, and supporting documents; check for missing information and formatting errors.
• Coordinate technical review and approval with management before issuing reports to customers.
• Maintain organized records of proposals, contracts, reports, purchase orders, and correspondence.

Employee time and personnel records

• Collect and review employee timesheets for completeness, correct job assignments, and missing entries.
• Prepare time records for management approval and payroll processing.
• Track approved vacation, sick leave, and other absences, keeping employee records and the company schedule current.
• Maintain confidential personnel files and track training, certification, and site-access expiration dates.

Purchasing and vendor coordination

• Obtain quotes for parts, supplies, rentals, and outside services based on specifications provided by management or technicians.
• Compare pricing, availability, shipping costs, and delivery dates for management review.
• Prepare approved purchase orders, track deliveries and backorders, and resolve routine order issues.
• Track equipment calibration due dates and coordinate service arrangements with management.

Qualifications

• Previous office administration, bookkeeping support, or project coordination experience.
• Strong organizational skills and the ability to manage several deadlines independently.
• Experience with QuickBooks, Microsoft Word, Excel, email, calendars, and PDF documents preferred.
• Clear written and verbal communication and consistent follow-through.
• Ability to handle employee, customer, and financial information confidentially.
• Experience supporting an electrical contractor, construction company, or field-service business preferred.
• Willingness to learn electrical testing terminology and company procedures.