Office Manager

Impact Fire Services - Houston, TX

Full-time - Mid Level

Houston, TX

1,001-5,000 employees

Specialty Trade Contractors

About the position

The Office Manager at Impact Fire Services plays a crucial role in ensuring the smooth operation of the office by managing workflow, overseeing administrative staff, and implementing programs as directed by management. This position requires strong organizational skills, the ability to multitask, and effective communication to support the District General Manager and the overall team in delivering exceptional fire protection services.

Responsibilities

• Manage workflow ensuring that deadlines are met, and work is completed correctly
• Implement programs as directed by management, and see the programs through to completion
• Generate memos, emails and reports when appropriate
• Respond to questions and requests for information
• Answer incoming calls and assume receptionist duties
• Oversee all office Billing and Contract set-up
• Lead job cost and ticket costing efforts as it pertains to all Billing
• Coordinate collections for district AR and coordinate with district collectors, if applicable, depositing local checks, and participating on collections calls with Finance team
• Manage AP portal and elevating any exceptions with District Manager
• Manage office Petty Cash and Check Register
• Monitor American Express report management
• Post Service Trade time into GP, review timesheets in DayForce App, elevating any issues and send to District Manager for approval
• Coordinate with HR on all new hires and terminations, including on-boarding, off-boarding in Ceridian for payroll, benefits, etc., with IT for any systems set-up, and with Safety for safety and OSHA
• Notify Nuvo Solutions for cell phones and iPads for district technicians and coordinate with IT on any systems issues or needs
• Maintain district office and technician licensing
• Oversee Administrative staff, including Billers, Collectors, Receptionist, etc.
• Coordinate fleet management needs, including vehicle orders, wrapping, repairs, and maintenance with Fleet Manager
• Liaise with Safety team to ensure OSHA training and office safety requirements are met

Requirements

• 3 to 5 years of office administrative and management experience
• Prior supervisory experience
• Current use of MS Office Suite (Word, Excel) in a proficient manner
• Detail oriented and comfortable working in a fast-paced office environment
• Exceptional communication skills
• Superior organization skills and dedication to completing projects in a timely manner

Nice-to-haves

• Customer Service - provide helpful, courteous, accessible, responsive and knowledgeable support to staff, clients, and others at all times
• Strong interpersonal/communication skills
• Detailed oriented and demonstrate a high degree of accuracy when performing data entry

Benefits

• Paid holidays
• Disability insurance
• Health insurance
• Dental insurance
• Paid time off
• Vision insurance
• 401(k) matching
• Opportunities for advancement
• Life insurance