Office Administrator

$41,600 - $52,000/Yr

Ics Fire Systems - Tewksbury, MA

Full-time - Entry Level

Tewksbury, MA

Specialty Trade Contractors

About the position

ICS Fire Systems, a small business located in Tewksbury, MA, is seeking an organized and detail-oriented Office Administrator to join our team. The ideal candidate will be responsible for overseeing office operations, managing administrative tasks, and providing support within the organization. This role is crucial as it serves as the primary point of contact for all office-related inquiries, ensuring smooth communication with prospective and existing clients. The Office Administrator will handle various responsibilities, including document preparation and report organization in SharePoint, which is essential for maintaining accurate records and facilitating efficient workflows. In this position, the Office Administrator will develop a comprehensive understanding of the invoicing methods for each client, including payment terms and the preparation of Prevailing Wage Certified Payroll Reports. The role also involves managing accounts receivable by proactively seeking payments and accepting them, as well as overseeing monthly overhead payables such as loans, utility bills, and insurance. Additionally, the Office Administrator will be responsible for preparing payroll based on timesheets submitted weekly by ICS Technicians, ensuring that all employees are compensated accurately and on time. The Office Administrator will also maintain office systems, including phone systems and IT support, which are vital for the daily operations of the business. This position requires a proactive individual who can multitask effectively in a fast-paced environment while maintaining strong organizational skills and excellent communication abilities. The successful candidate will play a key role in supporting the overall efficiency and effectiveness of the office operations at ICS Fire Systems.

Responsibilities

• Serve as the primary point of contact for all office-related inquiries by answering inbound calls from prospective clients and existing clients.
• General document preparation and report organization in SharePoint.
• Develop an innate understanding of the various invoicing methods for each client including payment terms, Prevailing Wage Certified Payroll Reports, gathering material back-up, etc.
• Accounts receivable; proactively seek payment and accept payments.
• Oversight of monthly overhead payables (e.g. loans, utility bills, company vehicle fleet cards, credit cards, worker's compensation, insurance, etc.).
• Preparing (and understanding the details of preparing) payroll based on timesheets submitted weekly by ICS Technicians.
• Maintain office systems including phone systems and IT support.

Requirements

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), SharePoint.
• Proficiency in QuickBooks preferred.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Excellent communication skills, both written and verbal.
• Ability to multitask and work in a fast-paced environment.
• 1+ years experience in front desk duties is advantageous.

Nice-to-haves

• Experience with administrative tasks in a similar role.
• Familiarity with fire protection systems or related industries.

Benefits

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance