Virtual Office Administrator – Electrical Contractor
Work Hours: Monday–Friday, 9:00 AM–5:00 PM Pacific Time
Position: Remote / Long-Term
We are a growing California electrical contracting and service company looking for a highly organized, experienced Virtual Office Administrator to become an important part of our day-to-day operations.
We are looking for the right person for a long-term opportunity, not simply someone to complete basic virtual assistant tasks.
The ideal candidate is proactive, dependable, extremely organized, fluent in English, and capable of taking ownership of responsibilities with very little supervision.
Monday.com Experience Is Important
We are specifically looking for someone with strong hands-on experience with Monday.com.
You should be comfortable not only using Monday.com, but also helping us build and organize our company's workflow inside the platform.
You should have experience with:
- Creating and organizing boards and workspaces
- Building project and task workflows
- Creating automations
- Setting up dashboards
- Creating forms and templates
- Tracking jobs from beginning to completion
- Creating follow-up systems and reminders
- Organizing customers, projects, permits, inspections, and outstanding tasks
- Assigning responsibilities and tracking deadlines
- Improving existing workflows as the company grows
We want someone who can look at the way our office operates and help create a better system rather than waiting for us to explain every individual step.
Main Responsibilities
You will assist with the daily administration of an electrical contracting and service business, including:
- Customer communication by phone, email, and text
- Scheduling service calls, estimates, installations, and inspections
- Coordinating technician schedules
- Tracking active projects and outstanding tasks
- Preparing and organizing estimates, proposals, invoices, and work orders
- Following up on estimates and customers
- Assisting with permit applications
- Following up with city building departments regarding permit status
- Scheduling and tracking inspections
- Communicating with inspectors, utilities, vendors, and customers
- Maintaining accurate customer and project records
- Following up on invoices and payments
- Managing calendars, deadlines, reminders, and administrative tasks
- Organizing company information and documentation
- Keeping Monday.com current and making sure tasks do not fall through the cracks
What We Expect
We are looking for someone who is proactive.
If a permit has been sitting without an update, follow up.
If a customer is waiting for an answer, find out what is happening and communicate with them.
If an inspection needs to be scheduled, take care of it.
If a technician needs information before an appointment, make sure they have it.
If a task has not been completed, follow up with the appropriate person.
If you see that our current process could be better organized, bring us a solution.
We do not want to constantly remind someone what needs to be done. We want someone who can learn our operation, understand priorities, and increasingly manage responsibilities independently.
Required Qualifications
- Excellent/fluent spoken and written English
- Strong professional communication skills
- Strong experience with Monday.com
- Excellent organizational and follow-up skills
- Previous office administration experience
- Ability to work independently with minimal supervision
- Ability to manage multiple projects and priorities
- Strong problem-solving and research skills
- Comfortable speaking with customers and government agencies
- Comfortable learning construction and electrical terminology
- Strong computer and technology skills
Experience working for an electrical, construction, HVAC, plumbing, property management, or field-service company is highly preferred.
Experience with permitting, inspections, scheduling, dispatching, estimates, invoicing, or accounts receivable is a major plus.
Work Schedule
This position requires availability:
Monday through Friday
9:00 AM to 5:00 PM Pacific Time
Applicants outside the United States are welcome, but you must be able to consistently work these hours.
We are looking for someone interested in becoming a long-term member of our team and helping us build an organized and efficient office operation as the company grows.
