Office Manager

Human Resources Team•Charlotte, NC

1d•Onsite

About The Position

Impact Fire Services is seeking an efficient and team-oriented Office Manager. This role requires the ability to multitask, manage complex schedules, and provide administrative support. The ideal candidate is resourceful, a good problem solver, organized, and ensures timely completion of workload. Impact Fire Services is a full-service fire protection company with over 52+ district offices and 2,100 employees across the USA, specializing in installation, maintenance, inspection, monitoring, and retrofit of fire safety systems for industries including retail, healthcare, education, and restaurants. The company offers a dynamic team environment with opportunities for mentorship, training, and career advancement in the fire and life safety sector.

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
Occasional out of office travel will be required
Successful completion of a drug test and pre-employment background screening is required.
MVR checks are required for all driving positions.

Nice To Haves

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
Great Plains and/or Net Suite familiarity

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
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

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
Full-time employees participate in our Shared Ownership Program which offers a monetary bonus aligned to the company's long-term success.
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