Office Manager - (121)

POSITION SUMMARY The Office Manager•Little Rock, AR

About The Position

The Office Manager is responsible for administering and coordinating branch office operations and serves as an administrative partner to branch leadership. The role supports operations, finance, human resources, project administration, facilities, and general branch processes to help the branch operate efficiently and consistently with Ironsmith Fire standards. It coordinates communication between branch leadership, field and office employees, and corporate departments. Responsibilities may vary according to the branch’s size, structure, and operational needs, with some assignments emphasizing financial administration, project administration, or operational support. The Office Manager develops an understanding of branch operations, identifies administrative and process gaps, maintains accurate records and documentation, and helps leadership execute organizational processes consistently. The position also supports project and construction documentation, branch financial administration, office facilities and vendors, and implementation and improvement of administrative processes. It may involve occasional access to shop, warehouse, or field environments and occasional lifting of office supplies, files, or equipment weighing up to approximately 25 pounds.

Requirements

Highly organized, detail-oriented, and process-driven.
Ability to prioritize multiple responsibilities in a fast-paced construction environment.
Strong written and verbal communication skills.
Professional judgment and discretion when handling confidential business and employee information.
Strong customer-service orientation toward internal and external stakeholders.
Ability to independently identify issues, gather information, and coordinate appropriate resolution.
Ability to work effectively across Operations, Finance, Human Resources, Sales, and other functions.
Working knowledge of general business administration and construction-office processes.
Strong technology skills, including Microsoft Office applications, and ability to learn ERP, project-management, HR, accounting, and other business systems.
Ability to remain seated and work at a computer for extended periods.
Ability to communicate effectively in person, by telephone, electronically, and in meetings.
Ability to work effectively in a fast-paced office and construction-support environment.
Ability to occasionally lift and transport office supplies, files, or equipment weighing up to approximately 25 pounds.
Ability to occasionally access shop, warehouse, or field environments as necessary to support branch operations.

Nice To Haves

Bachelor’s degree in Business Administration, Accounting, Finance, Construction Management, or a related discipline; equivalent relevant experience may be considered.
Three or more years of progressively responsible administrative, construction-office, accounting, project-administration, or operational-support experience.
Experience working in construction, fire protection, specialty contracting, or another field-service environment.
Experience with construction accounting, AIA billing, permitting, project documentation, ERP systems, or construction-management software.

Responsibilities

Serve as the primary administrative resource for the branch and support the Branch Manager, Operations Manager, and other branch leaders.
Coordinate administrative activities supporting day-to-day branch operations; maintain organized records, files, reports, and documentation.
Help leadership track operational activities, deadlines, outstanding items, schedules, and administrative requirements.
Assist with branch reports, operational information, budgets, job information, and management reporting.
Support 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 and office employees and help resolve routine administrative questions or issues.
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 and other regulatory agencies.
Track project documentation and administrative requirements from project turnover through closeout.
Support coordination among Sales, Design, Fabrication, Operations, and Field teams to ensure required information and documentation are transferred appropriately.
Assist with preparing and distributing plans, stock lists, testing documentation, foreman packages, as-built drawings, warranty letters, permits, and owner manuals.
Support branch accounting and financial administration in coordination with Corporate Finance, including invoicing documentation and processing.
Support AIA billing documentation, Schedules of Values, lien waivers, and other construction billing requirements when assigned.
Assist with budget tracking, expense management, job-cost information, and financial reporting.
Coordinate routine financial documentation and inquiries with vendors, customers, project managers, and Corporate Finance.
Process or coordinate branch-level purchasing, payments, permits, and other approved expenses according to company procedures.
Oversee the organization and general administrative operation of the branch office.
Coordinate office maintenance, repairs, building needs, and facilities-related vendors; maintain office supplies, equipment, and administrative resources.
Coordinate with IT and 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.
Ensure established corporate and branch administrative processes are consistently followed.
Work with branch and corporate leadership to identify opportunities to simplify, standardize, or improve workflows.
Document branch processes and jurisdiction-specific administrative requirements when appropriate.
Assist with implementing new systems, processes, technology, and organizational initiatives.
Monitor assigned administrative processes for completion and escalate recurring breakdowns to the appropriate leader.
Perform other administrative and operational responsibilities needed to support effective branch operations.