Office Manager

NATURE OF POSITION:

At Impact Fire, Office Managers have a critical role in day-to-day operations of our districts and provide support for continued growth and success of the district business and team. While some locations may have designated personnel responsible for specific tasks listed below, the Office Manager is ultimately responsible for overseeing those functions. In such cases, the Office Manager will manage those individuals effectively and take ownership of the outcomes.

• Lead the administrative functions of local office, supporting the leadership and operations team
• Oversee all office billing and contract set-up, leading all costing efforts as it pertains to all billing
• Coordinate collections for district Accounts Receivable, depositing local checks, and participating on collections calls with Finance team
• Manage Accounts Payable portal and elevating any exceptions with District or Branch Manager
• Submit weekly payroll packet and facilitate district payroll in partnership with the Payroll team
• Answer incoming calls and assume receptionist duties
• Maintain district office and technician licensing in coordination with the Risk team
• Coordinate with HR on all new hires and terminations, including onboarding, offboarding in Ceridian Dayforce for payroll, benefits, etc., with IT for any systems set-up, and with Safety for safety and OSHA
• Manage office Petty Cash and Check Register
• Support local technology or mobile device needs for field personnel in coordination with the IT department
• Coordinate with Fleet and Safety teams as it pertains to any vehicle or office and field safety needs
• Oversee Administrative staff, including Billers, Collectors, Receptionist, etc., where applicable
• Manage workflow ensuring that deadlines are met, and work is completed correctly and accurately
• Generate memos, emails, and reports when appropriate
• Respond to questions and requests for information

• 3-5 years of office administrative and management experience, required
• 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.
• Successful completion of a drug test and pre-employment background screening is required. MVR checks are required for all driving positions.

In addition to the above, the most desirable candidate will have:

• Customer Service - provide helpful, courteous, accessible, responsive and knowledgeable support to staff, clients, and others at all times
• Problem Solving - Identifies potential issues, find solutions by looking beyond the obvious, and apply effective methods for solving problems to support the business objectives.
• Strong interpersonal/communication skills
• Detailed oriented and demonstrate a high degree of accuracy when performing data entry
• Performs other related duties as assigned or requested by Management