Job Description

Job Description

POSITION SUMMARY

The Office Assistant plays a vital role in ensuring the smooth daily operations of JAE’S Electric by managing time cards, vendor invoices, and general administrative tasks. This position serves as a central point of coordination between field staff, management, and vendors, supporting both financial and scheduling workflows. The Office Assistant is responsible for maintaining accurate records, providing timely reports, and ensuring clear, professional communication with internal and external partners. With strong organizational skills, attention to detail, and proficiency in office software, this role contributes directly to efficiency, accuracy, and overall company success.

ABOUT COMPANY

JAE’S Electric is dedicated to building lasting relationships with clients by delivering quality electrical workmanship that illuminates the path forward. With a vision to become a $100 million leader in the electrical services industry, the company is committed to setting the standard for excellence, innovation, and customer satisfaction. Guided by core values of Transparency, Leadership, Intentionality, Excellence, Passion, and Integrity, JAE’S Electric fosters trust and accountability in every project. More than an electrical contractor, the company strives to create meaningful impact for its clients, employees, and community through service and innovation.

OBJECTIVES

• Accurately collect, review, and enter employee time cards into QuickBooks or Housecall Pro.
• Ensure vendor invoices are properly categorized, matched to purchase orders, and entered into accounting systems.
• Maintain organized digital and physical filing systems for invoices, time cards, and administrative documents.
• Serve as the first point of contact for phone calls and client/vendor inquiries with professionalism.
• Support scheduling by coordinating appointments, service calls, and bid jobs as directed.
• Generate weekly reports summarizing time cards, invoice statuses, and key administrative metrics.
• Monitor office supply inventory and coordinate timely replenishment.
• Act as a liaison between field staff, management, and vendors to ensure clear communication and workflow alignment.
• Proactively identify and resolve discrepancies in time cards, invoices, or documentation.
• Support leadership by preparing documents, agendas, and summaries for meetings.
• Assist with maintaining accurate records for payroll, accounts receivable, and accounts payable processes.
• Contribute to process improvements and suggest efficiencies in administrative workflows.

COMPETENCIES

• Proficiency with QuickBooks and scheduling software (e.g., Housecall Pro).
• Strong computer skills, including Microsoft Office and Teams.
• High attention to detail with accurate data entry and recordkeeping.
• Excellent time management and ability to prioritize tasks.
• Professional verbal and written communication skills.
• Strong customer service orientation and problem-solving ability.
• Dependable, organized, and consistent in meeting deadlines.
• Collaborative team player with adaptability to changing priorities.

EDUCATION AND EXPERIENCE

• 1-2+ years of experience as a Front Desk Admin
• Microsoft Excel exp
• Quickbooks highly desired

COMPENSATION & BENEFITS

• Pay Range: $18-$20 per hour (depending on experience)
• Benefits Package Includes:
• 401(k) with company match
• Health, dental, and vision insurance
• Paid time off
• Professional development assistance
• Tools and training for growth

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