Office Manager

Summit Fire Protection; Fort Collins (CO); On-site; USD 42,000 - 60,000; Full time

Job summary

Summit Fire Protection in Fort Collins, CO is seeking an Office Manager to deliver exceptional customer service to internal and external stakeholders, greeting visitors and directing them to the right department.

The role covers administrative duties, scheduling responsibilities for technicians, billing coordination, HR onboarding tasks, COI processing, mail handling, and ensuring accurate records. Strong computer skills and supervisory experience are essential.

Qualifications

• 4 years of customer service experience.
• 2 years scheduling experience (preferred).
• 2 years supervisory experience required.
• 4 years professional computer skills: typing 45 WPM; MS Word, Excel, Outlook.
• Valid driver\'s license required.
• English communication proficiency.
• Sage ERP experience preferred.

Responsibilities

• Welcome and greet visitors and direct them to the correct department(s).
• Disperse all faxes.
• Coordinate with Billing, Accounting and front-end Administration on COD and on-hold accounts.
• Assist HR with onsite protocol including payroll deadlines and onboarding materials.
• Utilize organization systems and act as local SME for software/tools.
• Process COI requests and additional insured per policy.
• Process mail and packages; manage distribution.
• Track and order office supplies; submit requests for approval.
• Process customer payments and handle collections as assigned.
• Maintain office cleanliness.
• Process daily open work order reports and coordinate technicians\' schedules.
• Manage master schedule of technicians and work orders for supervisory review.
• Coordinate scheduling with Accounts Receivable for past-due accounts.
• Resolve scheduling conflicts and verify/update account details.
• Other duties may be assigned.

Skills

Customer service

MS Word

MS Excel

Outlook

Scheduling

Supervisory experience

English communication

ERP (Sage)

Education

High school diploma or GED

Associate or Bachelor's degree in business management

Tools

Sage ERP

Job description

JOB SUMMARY:

The primary objective of the Office Manager job is to provide exceptional customer service to both internal and external stakeholders. This entails initiating interactions with a professional and courteous greeting, whether via phone, email, or in-person communication.

ESSENTIAL JOB DUTIES:

• Welcome and greet all visitors, determine their needs, and direct them to the correct department(s) and/or person(s).
• Disperse all faxes.
• Work with the Billing department, Accounting, and other front-end Administration to communicate COD accounts, on-hold accounts, and other pertinent information internally as well as to the field personnel.
• Assist Human Resources for onsite protocol including sending payroll prior to deadline each pay cycle with correct information. Any errors must be communicated without delay, as assigned. Prepare in advance New Hire materials, as assigned. Return copies of Human Resources documentation following orientation (orientation is provided by Human Resources).
• Correctly utilize assigned organization systems to include assisting team members with functionality, acting as the local SME.
• Process Certificates of Insurance (COI) as requested by customers, process additionally insured requests per company policies and procedures.
• Process all incoming and outgoing mail: prepare ground mail and UPS for pick up, receive, and appropriately distribute mail.
• Track and order office supplies, sending order requests to Corporate for approval and processing, as appropriate.
• Process customer payments, as appropriate.
• Perform collection responsibilities, as assigned.
• Maintain office cleanliness

Scheduling Responsibilities (as assigned):

• Process daily the open work order reports and coordinate technicians' schedules; schedule technicians to maximize the full shift.
• Manage master schedule including all technicians' schedules and work order for immediate review by direct supervisor and leadership.
• Leverage future scheduling with Accounts Receivable concerns concerning past due accounts.
• Resolve any scheduling conflicts including verifying and/or updating account details, as needed.
• Other duties may be assigned.

QUALIFICATIONS:

The qualifications listed below are representative of the elements required to perform the job successfully, however in some cases, an equivalent combination of Education, Training, Certifications and Experience may meet the job qualifications.

Education, Training, Certifications:

• High school diploma or GED, and/or equivalent experience; required
• Associate or bachelor's degree in business management, preferred.

Experience, Knowledge, Skill Requirements:

• 4 years customer service, required.
• 4 years of professional computer skills (Typing 45 WPM, Intermediate ability in MS Word, Excel Outlook), required.
• 2 years scheduling experience, preferred.
• 2 years supervisory experience required.

Systems and Software Skills:

• Must have the ability to effectively read, write and communicate in English with employees, customers and board or directors.
• Sage or similar ERP experience, preferred.

Other Qualifications:

• Valid driver's license with acceptable driving record required.
• Must be able to comply with SFP's Drug and Alcohol policy and Background screening requirements, which may also include customer specific requirements based on contractual agreement.

PHYSICAL & WORK ENVIRONMENT REQUIREMENTS:

Reasonable accommodations may be made to enable individuals with disabilities to perform Essential Job Duties.

Physical Requirements:

While performing the duties of this job, the employee is required to sit and stand for long periods. Employee will occasionally be required to drive, bend, kneel, balance, lift <20lb, walk, stand, ascend/descend stairs, reach above and below shoulders, stoop, and twist.

Work Environment:

Employee will consistently be required to work indoors in an office or remote setting, work alone and with others. Employees will frequently be required to travel. Employee will occasionally be required to wear appropriate personal protective equipment, as required by company safety policies.

We are fully committed to equal opportunities for employment to all individuals regardless of race, national origin, gender, religion, sexual orientation, disability, familial status, and any other classification protected under the law. We are an Equal Opportunity, Affidavit Action employer. While this job description is intended to be an accurate reflection of the position, management reserves the right to modify, add, or remove duties and to assign other duties as necessary.