Office Manager

Impact Fire Services, LLC; Payson, Northern (UT, KY); Hybrid; USD 42,000 - 62,000; Full time

Job summary

Impact Fire Services, LLC is seeking an Office Manager to lead administrative functions for the local office and support the leadership and operations teams. The role oversees billing, accounts receivable/payable, payroll processing, HR onboarding/offboarding, licensing, IT support, and safety coordination to ensure smooth daily operations.

The ideal candidate has 3-5 years in office management, strong MS Office skills, excellent communication, and disciplined organization to meet deadlines in a

Qualifications

• 3-5 years of office administrative and management experience is required.
• Proficient in MS Office Suite (Word, Excel).
• Detail oriented and able to work in a fast-paced environment.
• Exceptional communication skills are essential.
• Superior organization and timely project completion.

Responsibilities

• Lead the administrative functions of the local office and support leadership and operations.
• Oversee billing and contract setup; lead all costing related to billing.
• Coordinate collections for district Accounts Receivable and participate on collections calls with Finance.
• Manage Accounts Payable portal and escalate exceptions with District or Branch Manager.
• Submit weekly payroll packet and support district payroll with Payroll team.
• Answer incoming calls and perform receptionist duties.
• Maintain district office and technician licensing with Risk team.
• Coordinate HR on new hires and terminations (onboarding/offboarding in Dayforce).
• Coordinate IT for systems setup with IT and safety for OSHA requirements.
• Manage petty cash and check register.
• Support local tech needs for field personnel with IT.
• Coordinate with Fleet and Safety for vehicle and safety needs.
• Oversee Administrative staff such as Billers, Collectors, Receptionist.
• Ensure deadlines are met and work completed accurately.
• Generate memos, emails and reports as needed.
• Respond to questions and requests for information.

Skills

Office administration

Communication skills

Organization

Detail oriented

Problem solving

Customer service

Tools

Ceridian Dayforce

MS Office Suite

Job description

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