Office Manager

Houston - Houston, TX 77010 US (Primary)

Experienced (Non-Manager)

Job Type

This position generally requires minimal to no travel

POSITION SUMMARY The Office Manager is responsible for the effective administration and coordination of branch office operations and serves as a key administrative partner to branch leadership. This position provides broad support across operations, finance, human resources, project administration, facilities, and general branch processes to ensure the branch operates efficiently and consistently with Ironsmith Fire standards.

The Office Manager serves as a central point of coordination between branch leadership, field and office employees, and corporate departments. Responsibilities may vary based on the size, structure, and operational needs of the branch, with some locations requiring greater emphasis on financial administration, project administration, or operational support.

This role is expected to develop a strong understanding of branch operations, identify administrative and process gaps, maintain accurate records and documentation, and help leadership ensure organizational processes are consistently executed.

Branch Administration & Operational Support

• Serve as the primary administrative resource for the branch and support the Branch Manager, Operations Manager, and other branch leadership as needed.
• Coordinate administrative activities necessary to support the day-to-day operation of the branch.
• Maintain organized branch records, files, reports, and other documentation.
• Support branch leadership in tracking operational activities, deadlines, outstanding items, scheduling, and administrative requirements.
• Assist with preparation of branch reports, operational information, budgets, job information, and other management reporting.
• Assist with implementation and execution of company Standard Operating Procedures and organizational processes.
• Serve as a liaison between the branch and Corporate Finance, Human Resources, Operations, Sales, IT, Safety, and other support functions.
• Provide administrative support to field employees and office personnel and help resolve routine administrative questions or issues.
• Perform other administrative and operational responsibilities necessary to support the effective operation of the branch.

Project & Construction Administration

• Assist with project documentation, including contracts, subcontracts, purchase documentation, permits, project files, closeout documents, and related records.
• Coordinate contractor registrations and required documentation with Authorities Having Jurisdiction (AHJs) and other regulatory agencies.
• Track project documentation and administrative requirements from project turnover through closeout.
• Support coordination between Sales, Design, Fabrication, Operations, and Field teams to ensure required information and documentation are transferred appropriately.
• Assist with preparation and distribution of project documentation, including plans, stock lists, testing documentation, foreman packages, as-built drawings, warranty letters, permitting/permits, and owner manuals. [JN1.1]

Financial & Accounting Administration

• Support branch accounting and financial administration in coordination with Corporate Finance.
• Assist with all branch invoicing documentation and processing.
• Support AIA billing documentation, Schedules of Values, lien waivers, and other construction billing requirements when assigned.
• Assist branch leadership with budget tracking, expense management, job-cost information, and financial reporting.
• Coordinate with vendors, customers, project managers, and Corporate Finance regarding routine financial documentation or inquiries.
• Process or coordinate branch-level purchasing, payments, permits, and other approved expenses in accordance with established company procedures.

Office, Facilities & Vendor Management

• Oversee the organization and general administrative operation of the branch office.
• Coordinate office maintenance, repairs, building needs, and facilities-related vendors.
• Maintain appropriate office supplies, equipment, and administrative resources.
• Coordinate with IT and other corporate departments regarding branch equipment, systems, and facility needs.
• Monitor office-related expenditures and assist with branch expense management.
• Maintain professional working relationships with vendors, customers, contractors, employees, and other stakeholders.

Process…