Office Administrator - Invoicing & Scheduling

Job SummaryIT 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.ResponsibilitiesAnswer and route incoming calls; be the first point of contact for clients and vendorsSchedule and coordinate site technicians' daily job assignments and appointmentsPrepare, send, and track client contracts, estimates, and invoicesProcess accounts receivable/payable and follow up on outstanding paymentsOrder and track equipment/parts inventory with suppliersMaintain client records, job files, and permit paperworkAssist with drafting proposals and contracts using company templatesSupport basic bookkeeping (QuickBooks or similar)General office administration: filing, supplies, correspondenceQualifications1-3+ 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 onceProficient in Microsoft Office / Google Workspace; QuickBooks experience required (1 year)Clear, professional phone and written communicationAbility to work independently in a small-team environmentEnglish proficiency required; ability to commute to Clifton, NJ 07011Compensation & SchedulePay range: $18.00to $25.00 per hour depending on experienceFull-time, with flexible schedulingBenefits: 401(k) option, flexible scheduleStart date: Immediate opening