Office Manager

Wildfire Defense Systems, Inc.•Bozeman, MT

2d•Onsite

About The Position

The Office Manager serves as the first point of contact for Wildfire Defense Systems (WDS), setting the tone for every visitor and caller. This role provides comprehensive administrative and operational support, ensuring smooth day-to-day office functions. Responsibilities include scheduling, filing, contract maintenance, phone management, data entry, meeting coordination, supply procurement, event planning, and assisting with special projects as needed within the Administrative Services Department. The Office Manager oversees confidential information, manages non-routine correspondence, and interacts with internal and external stakeholders at all organizational levels. Independent judgment and strong organizational skills are essential for prioritizing tasks and recommending process improvements.

Requirements

Executive Assistant: 3 years (Required)
Office Management: 3 years (Required)
Must be tech savvy and proficient in MS Office applications, particularly PowerPoint and Excel
Strong verbal and written communication skills; good phone demeanor
Professionalism and ability to maintain confidentiality.
Takes pride in work that requires both quick turnaround and quality output.
Comfortable switching between independent work and collaborative team efforts
Positive, energetic attitude; proactive, able to follow directions and have a good relationship with others.
Dependable, capable, and ambitious; able to manage multi-tasking.
Well organized; keeps information accessible; manages time well.

Responsibilities

Schedule and organize meetings, travel, conferences, and departmental activities.
Maintain and retrieve files and records as needed.
Oversee printer leases and conduct annual contract reviews.
Manage incoming and outgoing mail, including shipping and postage for front desk parcels.
Answer phones promptly during business hours, ensuring live coverage and professional handling of inquiries.
Order and maintain office and cleaning supplies, review vendors annually for cost efficiency.
Schedule/Monitor weekly kitchen maintenance by department.
Monitor all WDS printers and call for services when appropriate.
Plan and coordinate company events, working lunches, and celebrations in alignment with WDS Visitor & Event Guidelines.
Maintain a professional presence in the reception area during business hours.
Greet and direct visitors, notify staff of arrivals, and enforce security protocols.
Issue visitor badges, maintain logbooks, and ensure compliance with safety procedures.
Keep reception area clean and organized.
Enforce security and emergency response protocols to ensure safety.
Communicate company security procedures to visitors and ensure they are accompanied by a WDS employee when required.
Maintain accurate employee and department directories for efficient visitor guidance.
Work independently or collaboratively on nonrecurring and ongoing projects.
Managing the calendars of the CEO and Managing Director
Scheduling meetings with internal and external stakeholders and partners
Task management and tracking via Microsoft Office 365 suite
Organizing and coordinating EPC annual investor meeting
Project management of EPC workflows
Other administrative assistance duties as assigned