Office Manager
IMPACT FIRE SERVICES - Burlington, VT
posted 2 days ago
About the position
Established in 2009, Impact Fire Services was the vision of a group of experienced industry professionals that wanted to build a best-in-class fire protection and life safety company. Through superior customer service and technical expertise, we have developed long-standing relationships with the leading businesses in our markets. We are a full-service fire protection company, providing installation, maintenance, inspection, monitoring, and retrofit of fire safety systems. Come join a dynamic team of fire protection professionals, many of whom carry NICET and manufacturer certifications in leading brands. Impact Fire has deep experience supporting many industries including retail, healthcare, education and restaurants. Today, we operate over 30+ district offices and employ over 1,100 employees across multiple states throughout the USA. At Impact Fire Services you can learn a trade with multiple career paths in fire and life safety while benefiting from an employee focused company culture that allows you to gain mentorship and training provided by leading experts at one of the fastest growing companies in the industry. Whether you have transferable skills, prior industry experience, or are looking to start your journey, our apprenticeship programs will give you the support and knowledge you need to go further in your career.
Responsibilities
- Manage workflow ensuring that deadlines are met, and work is completed correctly manage a team of 1-4 administrative staff
- Schedule Inspections for field employees
- Implement programs as directed by management, and see the programs through to completion
- Generate memos, emails and reports when appropriate
- Work with GM on monthly billing
- Answer incoming calls and assume receptionist duties
- Oversee all office Billing and Contract set-up
- Schedule inspections and support the sales team.
- Generate and distribute weekly operations reports
- 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.
- 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
- Keep office stocked with general supplies
- 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
- 5 years of office administrative and management experience, required
- 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.
Benefits
- Competitive compensation
- Pay is on a weekly cycle, every Friday
- Career Advancement Opportunities
- Competitive benefits, including healthcare, dental, vision, life insurance, paid time off and holidays
- Company paid short and long-term disability
- Immediately vested in our 401(k) company match
- Exceptional guidance and support from our managers
- Collaborative culture & environment
- Robust training opportunities with company reimbursement upon achieving required licensing
- Apprenticeship programs for fire sprinkler, fire alarm and inspection positions
- Opportunity to work alongside some of the best talent in the fire protection industry
