Brilliant Homes Inc. Brilliant Electric

Special Projects Administrator
Department: Administrative Operations Immediate Supervisor: Director of Operations Union Status: Not Union
Location Flexible: Union City (Primary), Redwood City, Livermore
Full-Time, Monday-Friday, 7 a.m.-4 p.m.
ABOUT US
Brilliant Electric is a trusted electrical contractor specializing in residential electrical work throughout the Peninsula, East Bay, and Tri-Valley regions. We are committed to providing high-quality electrical services, expert craftsmanship, and exceptional customer care. Our team prides itself on professionalism, technical skill, and delivering safe, reliable solutions for every home we service.
POSITION PURPOSE
The Special Projects Administrator provides specialized administrative and operational support for projects that require permitting, utility coordination, special-order materials, safety compliance, and fleet assistance.
This is a hands-on, in-office position that requires strong organization, follow-through, communication, and problem-solving skills. The ideal candidate is comfortable managing detailed administrative processes from start to finish while also assisting with practical operational needs such as material pickups, fleet coordination, and other local errands.
This role is ideal for someone pursuing a degree in Construction Project Management or a similar area of study. The primary focus of this position is ensuring that permits, utility applications, specialty materials, safety requirements, and assigned operational projects are completed accurately and on time.
DUTIES AND RESPONSIBILITIES
Permits, Inspections &amp; Utility Applications
<ul>
<li>Prepare, submit, and track City and County electrical/building permit applications.</li>
<li>Coordinate required documentation, plans, forms, and supporting materials for permit applications.</li>
<li>Schedule City and County inspections and track inspection status and results.</li>
<li>Prepare, submit, and track PG&amp;E and other utility applications related to electrical projects.</li>
<li>Follow up with permitting agencies, utilities, inspectors, project managers, and field personnel to keep applications and projects moving forward.</li>
<li>Maintain accurate records of permits, inspections, utility applications, approvals, corrections, and related correspondence.</li>
<li>Identify outstanding requirements and proactively follow up to prevent avoidable project delays.</li>
</ul>
Special-Order Parts &amp; Project Materials
<ul>
<li>Research specialty electrical parts, fixtures, equipment, and project materials as requested by field and management teams.</li>
<li>Obtain product information, pricing, availability, lead times, and ordering options.</li>
<li>Place approved special orders and maintain accurate purchasing documentation.</li>
<li>Track orders from placement through delivery or pickup.</li>
<li>Communicate order status, delays, substitutions, backorders, and expected arrival dates to the appropriate team members.</li>
<li>Coordinate local will-call and material pickups as needed.</li>
<li>Assist with returns, exchanges, warranty items, and order discrepancies.</li>
<li>Maintain organized records for outstanding and completed special orders.</li>
</ul>
Safety &amp; Compliance Support
<ul>
<li>Prepare and track weekly safety toolbox meetings.</li>
<li>Maintain organized safety documentation and employee completion records.</li>
<li>Follow up on outstanding safety meetings, forms, acknowledgments, or other required documentation.</li>
<li>Assist management with company safety initiatives, training materials, and recordkeeping.</li>
<li>Maintain required safety supplies and assist with identifying restocking needs.</li>
<li>Support other administrative compliance requirements as assigned.</li>
</ul>
Fleet Support
<ul>
<li>Assist management with the organization and administration of the company vehicle fleet.</li>
<li>Maintain vehicle records, including registration, insurance, maintenance, and service documentation.</li>
<li>Assist with scheduling routine maintenance, inspections, repairs, tire service, and other vehicle appointments.</li>
<li>Coordinate vehicle drop-offs, pickups, and transportation logistics when required.</li>
<li>Assist with tracking vehicle maintenance needs and outstanding repairs.</li>
<li>Maintain organized records of fleet-related expenses, services, and documentation.</li>
<li>Assist with vehicle supplies, equipment, and general fleet organization.</li>
<li>Complete local errands related to fleet maintenance, materials, permits, or company operations as needed.</li>
</ul>
Administrative &amp; Special Project Support
<ul>
<li>Maintain accurate electronic and physical files related to assigned projects.</li>
<li>Scan, upload, organize, and maintain project documentation.</li>
<li>Complete data entry and update internal tracking systems.</li>
<li>Print plans, applications, supporting documents, and project materials as needed.</li>
<li>Request certificates of insurance and maintain related documentation when assigned.</li>
<li>Communicate professionally with government agencies, utility representatives, vendors, customers, field employees, and internal team members.</li>
<li>Provide administrative assistance to the Director of Operations and management team on special projects.</li>
<li>Assist with other operational and administrative duties as assigned.</li>
</ul>
MINIMUM REQUIREMENTS
<ul>
<li>High school diploma or equivalent required.</li>
<li>Minimum of five (5) years of professional administrative experience working in an office environment is required.</li>
<li>Previous experience in construction, electrical contracting, permitting, utilities, project coordination, or a related industry strongly preferred.</li>
<li>Active and valid driver's license required.</li>
<li>Clean driving record and ability to operate company vehicles as required.</li>
<li>Ability to pass a background check prior to hire.</li>
<li>Ability to lift, carry, load, and move materials, packages, equipment, or supplies weighing 50+ lbs.</li>
<li>Proficient computer skills, including Windows OS, Microsoft Office, Google Workspace/Gmail, and general office technology.</li>
<li>Ability to type at least 40 WPM.</li>
<li>Ability and willingness to perform local driving, pickups, deliveries, and errands as part of regular job responsibilities.</li>
</ul>
KNOWLEDGE, SKILLS &amp; ABILITIES
<ul>
<li>Strong verbal, written, and digital communication skills, with the ability to communicate clearly and professionally in person, by phone, text, email, and company software.</li>
<li>Exceptional attention to detail and organizational skills.</li>
<li>Strong follow-through and ability to independently track tasks through completion.</li>
<li>Ability to manage multiple active projects, deadlines, applications, and follow-ups simultaneously.</li>
<li>Resourceful and comfortable researching unfamiliar products, requirements, agencies, and processes.</li>
<li>Ability to communicate effectively with field employees, office staff, vendors, government agencies, utility representatives, and customers.</li>
<li>Strong recordkeeping and documentation skills.</li>
<li>Comfortable making professional phone calls and following up persistently when information or action is needed.</li>
<li>Ability to work independently while collaborating effectively with the office and field teams.</li>
<li>Ability to recognize urgent or time-sensitive items and appropriately escalate them to management.</li>
<li>Comfortable performing both traditional administrative work and hands-on operational tasks.</li>
<li>Experience with ServiceTitan or comparable field-service/project-management software preferred.</li>
<li>Bilingual English/Spanish is a plus, but not required.</li>
</ul>
Brilliant Electric provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion
Pay: $25.00 - $30.00 per hour
Expected hours: 40.0 per week
Benefits:
<ul>
<li>401(k)</li>
<li>Dental insurance</li>
<li>Health insurance</li>
<li>Life insurance</li>
<li>Paid time off</li>
<li>Referral program</li>
<li>Vision insurance</li>
</ul>
Work Location: In person

Special Projects Administrator for Electrical Contractor

Special Projects Administrator for Electrical Contractor

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