Office Manager

Human Resources Team•Payson, UT

20d

About The Position

The Office Manager oversees the administrative functions that support day-to-day operations and the continued growth of an Impact Fire Services district. The role supports district leadership and operations, and is accountable for the outcomes of office functions even where designated personnel perform specific tasks. The Office Manager may oversee administrative staff, including billers, collectors, and receptionists, and coordinates with Finance, Payroll, HR, IT, Risk, Fleet, and Safety teams. The position manages office billing and contract setup, accounts receivable collections, accounts payable, payroll coordination, licensing, hiring and termination administration, petty cash, check registers, and technology needs. It also includes receptionist duties, office and field safety coordination, workflow oversight, and preparing communications and reports. The successful candidate is detail-oriented, organized, communicative, and comfortable working in a fast-paced office environment.

Requirements

3–5 years of office administrative and management experience.
Proficient current use of Microsoft Office Suite, including Word and Excel.
Detail-oriented and comfortable working in a fast-paced office environment.
Exceptional communication skills.
Strong organizational skills and dedication to completing projects in a timely manner.
Successful completion of a drug test and pre-employment background screening.
MVR checks are required for driving positions.

Nice To Haves

Provide helpful, courteous, accessible, responsive, and knowledgeable customer service to staff, clients, and others.
Identify potential issues, look beyond the obvious for solutions, and apply effective problem-solving methods to support business objectives.
Strong interpersonal and communication skills.
Demonstrate attention to detail and a high degree of accuracy when performing data entry.

Responsibilities

Lead the administrative functions of the local office in support of district leadership and operations.
Oversee office billing and contract setup, including costing efforts related to billing.
Coordinate district accounts receivable collections, deposit local checks, and participate in collections calls with the Finance team.
Manage the accounts payable portal and elevate exceptions to the District or Branch Manager.
Submit the weekly payroll packet and facilitate district payroll with the Payroll team.
Answer incoming calls and perform receptionist duties.
Maintain district office and technician licensing in coordination with the Risk team.
Coordinate new hires and terminations with HR, including onboarding and offboarding in Ceridian Dayforce, payroll and benefits administration, IT system setup, and safety and OSHA matters.
Manage office petty cash and the check register.
Coordinate local technology and mobile-device support for field personnel with IT.
Coordinate vehicle, office, and field safety needs with Fleet and Safety teams.
Oversee administrative staff, where applicable, including billers, collectors, and receptionists.
Manage workflow to ensure deadlines are met and work is completed correctly and accurately.
Generate memos, emails, and reports as appropriate.
Respond to questions and requests for information.
Perform other related duties as assigned or requested by Management.

Benefits

Competitive compensation, paid weekly every Friday.
Career advancement opportunities.
Healthcare, dental, vision, life insurance, paid time off, and holidays.
Company-paid short- and long-term disability.
Immediately vested in the company 401(k) match.
Shared Ownership Program with a monetary bonus aligned to the company's long-term success for full-time employees.
Guidance and support from managers.
Collaborative culture and environment.
Training opportunities with company reimbursement upon achieving required licensing.
Apprenticeship programs for fire sprinkler, fire alarm, and inspection positions.