Office Manager / Billing Specialist

Switch Inc., Electrical Contractors

Croton-On-Hudson, NY 10520, USA

Published: 6/14/2022

Full Time

Job Description

We are seeking a highly organized and self-motivated Office Manager / Billing Specialist with a minimum of 5 years of experience to lead our administrative and financial operations. Operating in a focused, small-office environment, you will be the backbone of our daily operations—working directly with ownership to ensure project profitability, precise invoicing, and seamless communication.

The ideal candidate possesses a "no task too small" attitude combined with the high-level financial oversight required to manage complex electrical service billing and QuickBooks accounts.

Must reside in: Westchester County

Key Responsibilities:

Financial Management: Oversee all aspects of bookkeeping, including Accounts Payable (AP) and Accounts Receivable (AR). Perform monthly job-costing analysis and closing reports.
Specialized Billing: Prepare and issue invoices according to specific contract requirements; manage progress billing and interact with clients to resolve payment inquiries.
Project Coordination: Utilize knowledge of electrical terminology to order materials, track field employee hours, and enter time/material data into QuickBooks.
Administrative Leadership: Draft professional proposals, contracts, and reports. Manage corporate correspondence and maintain an organized digital and physical filing system.
Compliance: Act as the company Notary Public and ensure all contract documentation meets legal and regulatory standards.

Qualifications & Skills:

Experience: 5+ years in an Office Management or Bookkeeping role, preferably within the construction or electrical trades.
Technical Proficiency: Expert-level command of QuickBooks, Microsoft Excel, and Word.
Education: Bachelor’s Degree required. (Optional)
Communication: Exceptional verbal and written communication skills for professional client and vendor interaction.
Soft Skills: Proven ability to work independently with minimal supervision; extreme attention to detail and "ownership" of the role.
Location/Licensing: Must reside in Westchester County and hold a valid Notary Public commission (or be willing to obtain one immediately).

Why Join Us?

We offer a stable, independent work environment where your contributions have a direct impact on the company’s success. You will work closely with the owners in a role that offers variety, responsibility, and the opportunity to run a streamlined office.