Office Manager

Impact Fire•Memphis, TN

2d•Onsite

About The Position

This individual is efficient and comfortable being a member of a team. The ability to multi-task, while maintaining complex schedules and providing administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position. Will work directly with the District General Manager.

Requirements

3 to 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.

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

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