Office Administrator - Invoicing & Scheduling

IT 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.

• Answer and route incoming calls; be the first point of contact for clients and vendors
• Schedule and coordinate site technicians' daily job assignments and appointments
• Prepare, send, and track client contracts, estimates, and invoices
• Process accounts receivable/payable and follow up on outstanding payments
• Order and track equipment/parts inventory with suppliers
• Maintain client records, job files, and permit paperwork
• Assist with drafting proposals and contracts using company templates
• Support basic bookkeeping (Quick Books or similar)
• General office administration: filing, supplies, correspondence

• 1-3+ 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 once
• Proficient in Microsoft Office / Google Workspace;
  Quick Books experience required (1 year)
• Clear, professional phone and written communication
• Ability to work independently in a small-team environment
• English proficiency required; ability to commute to Clifton, NJ 07011

• Pay range: $18.00to $25.00 per hour depending on experience
• Full-time, with flexible scheduling