Office Manager

Impact Fire Services; Payson (AZ); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive compensation

Weekly pay

Healthcare benefits

401(k) company match

Paid time off

Job summary

Impact Fire Services is seeking an Office Manager to lead day-to-day operations of the local district office and support growth. You will oversee billing, payroll, HR onboarding and licensing, and partner with IT and Safety to ensure smooth operations.

The role requires strong MS Office skills, 3–5 years of office management experience, excellent communication, and meticulous organization in a fast-paced environment. Equal opportunity employer.

Qualifications

• 3–5 years of office administrative and management experience.
• Proficient in MS Office (Word, Excel).
• Detail oriented in a fast paced office environment.
• Exceptional communication and organizational skills.
• Background screening and drug test required; MVR checks for driving positions.

Responsibilities

• Lead the administrative functions of local office, supporting leadership and operations.
• Oversee office billing and contract setup, lead costing for billing.
• Coordinate collections for district Accounts Receivable and assist on collections calls.
• Manage Accounts Payable portal and escalate exceptions with District/Branch Manager.
• Submit weekly payroll packet and facilitate district payroll with Payroll team.
• Answer incoming calls and perform receptionist duties.
• Maintain licensing in coordination with Risk team.
• Coordinate with HR on hires/terminations, onboarding/offboarding in Ceridian Dayforce with IT and Safety teams.
• Manage petty cash and check register.
• Support local tech needs for field personnel with IT.
• Coordinate with Fleet and Safety on vehicle/office safety.
• Oversee administrative staff and ensure deadlines and accuracy.
• Generate memos, emails, and reports; respond to information requests.

Skills

Office administration

Communication skills

Organizational skills

Attention to detail

Tools

MS Office Suite

Job description

Established in 2009, Impact Fire Services was the vision of a group of experienced industry professionals that wanted to build a best-in-class fire protection and life safety company. Through superior customer service and technical expertise, we have developed long-standing relationships with the leading businesses in our markets. We are a full-service fire protection company, providing installation, maintenance, inspection, monitoring, and retrofit of fire safety systems. Come join a dynamic team of fire protection professionals, many of whom carry NICET and manufacturer certifications in leading brands. Impact Fire has deep experience supporting many industries including retail, healthcare, education and restaurants. Today, we operate over 52+ district offices and employ over 2,100 employees across multiple states throughout the USA.

At Impact Fire Services you can learn a trade with multiple career paths in fire and life safety while benefiting from an employee focused company culture that allows you to gain mentorship and training provided by leading experts at one of the fastest growing companies in the industry. Whether you have transferable skills, prior industry experience, or are looking to start your journey, our apprenticeship programs will give you the support and knowledge you need to go further in your career.

Why work with us?

At Impact Fire, we are a group of hardworking, dedicated fire protection professionals committed to protecting lives and property from fire. Our cohesive team spirit and customer service-oriented culture are expressed in all that we do. We operate with the belief that every team member plays a critical role in our success. We operate in 52+ district office locations across the United States, supporting industries ranging from retail and healthcare to education and restaurants.

Benefits of joining Impact Fire Services

When you join Impact Fire you will receive:

• 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. This program fosters an ownership mindset and ensures that every employee meaningfully shares in the success they help create.
• 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

NATURE OF POSITION

At Impact Fire, Office Managers have a critical role in day-to-day operations of our districts and provide support for continued growth and success of the district business and team. While some locations may have designated personnel responsible for specific tasks listed below, the Office Manager is ultimately responsible for overseeing those functions. In such cases, the Office Manager will manage those individuals effectively and take ownership of the outcomes.

RESPONSIBILITIES

• Lead the administrative functions of local office, supporting the leadership and operations team
• Oversee all office billing and contract set-up, leading all costing efforts as it pertains to all billing
• Coordinate collections for district Accounts Receivable, depositing local checks, and participating on collections calls with Finance team
• Manage Accounts Payable portal and elevating any exceptions with District or Branch Manager
• Submit weekly payroll packet and facilitate district payroll in partnership with the Payroll team
• Answer incoming calls and assume receptionist duties
• Maintain district office and technician licensing in coordination with the Risk team
• Coordinate with HR on all new hires and terminations, including onboarding, offboarding in Ceridian Dayforce for payroll, benefits, etc., with IT for any systems set-up, and with Safety for safety and OSHA
• Manage office Petty Cash and Check Register
• Support local technology or mobile device needs for field personnel in coordination with the IT department
• Coordinate with Fleet and Safety teams as it pertains to any vehicle or office and field safety needs
• Oversee Administrative staff, including Billers, Collectors, Receptionist, etc. Where applicable
• Manage workflow ensuring that deadlines are met, and work is completed correctly and accurately
• Generate memos, emails, and reports when appropriate
• Respond to questions and requests for information

REQUIREMENTS

• 3-5 years of office administrative and management experience, required
• 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.
• Successful completion of a drug test and pre-employment background screening is required. MVR checks are required for all driving positions.

In addition to the above, the most desirable candidate will have:

• 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
• Performs other related duties as assigned or requested by Management
• Successful completion of a drug test and pre-employment background screening is required. MVR checks are required for all driving positions.

Employment with an Equal Opportunity Employer (EOE) including disability/veterans.