OFFICE MANAGER

E AND E SYSTEMS INC; Town of Florida (NY); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive salary

Opportunity for advancement

Paid time off

Job summary

E AND E SYSTEMS INC in New York is seeking an Office Manager to oversee daily administrative and operational functions in a fast-paced fire protection environment. The role supports field technicians, project managers and customer service by managing documentation, payroll, and coordinating communications with customers, vendors and management.

Applicants should have 3+ years of experience, strong organizational and communication skills, and proficiency with Microsoft Office; bilingual

Qualifications

• 3+ years in office management or related roles.
• Experience in fire protection or construction preferred.
• Strong organizational and communication skills.
• Proficiency with Microsoft Office and email/calendar systems.
• Ability to multitask in a fast-paced environment.

Responsibilities

• Manage daily administrative operations of the fire alarm office.
• Maintain organized service, inspection, and project records.
• Prepare correspondence, reports, and billing documents.
• Coordinate with customers, technicians, vendors, and management.

Skills

Office management

Administrative coordination

Scheduling

Customer service

Fire protection knowledge

Microsoft Office

Tools

Microsoft Excel

Job description

Benefits:

• Competitive salary
• Opportunity for advancement
• Paid time off

Florida State Certified Fire Alarm Contractor in business since 1981 is seeking an Office Manager in order to drive company success. The position requires a minimum, 3-year experience with excellent communication skills, computer proficiency and bilingual (English/Spanish) preferred.

The Office Manager is responsible for overseeing the daily administrative and operational functions of the company. The role supports field technicians, project managers and customer service by managing documentation, payroll, maintaining compliance records and ensuring efficient office operation. Also coordinates office functions, inspections, proposals, invoicing, documentation, and communication between customers, technicians, vendors, and management.

The ideal candidate is highly organized, detail-oriented, professional, and capable of managing multiple priorities in a fast-paced fire protection environment. Knowledge of fire alarm systems, inspections, service procedures, and applicable codes and regulations is strongly preferred.

Key Responsibilities

Office & Administrative Management

• Manage the day-to-day administrative operations of the fire alarm office.
• Maintain organized customer, service, inspection, and project records.
• Prepare correspondence, reports, and other documentation.
• Answer incoming calls and emails and provide professional customer service.
• Coordinate communication between customers, technicians, management, vendors, and subcontractors.
• Maintain calendars, schedules, and departmental priorities.
• Monitor office supplies, equipment, and administrative needs.

Customer Service

• Serve as a primary point of contact for customer inquiries and billing.
• Resolve promptly and professionally to customer questions and concerns.
• Develop and maintain positive relationships with customers and property management personnel.
• Escalate complex technical, billing, or customer issues to the appropriate manager.

Billing & Accounts Support

• Prepare or assist with customer invoices, purchase orders and billing documentation.
• Track outstanding invoices and assist with collections as needed.
• Support payroll processing and employee time tracking.
• Coordinate with accounting to resolve billing discrepancies.

Staff & Workflow Coordination

• Help coordinate administrative workflow and prioritize daily tasks.
• Support technicians and field personnel by ensuring they have the necessary work orders, customer information, and documentation.
• Assist with onboarding and training administrative staff.
• Monitor departmental workload and communicate staffing or scheduling concerns to management.
• Maintain consistent office procedures and standards.

Qualifications

• 3+ years of office management, administrative coordination, scheduling, or customer service experience.
• Experience in fire protection, fire alarm, electrical, construction, facilities management, or a related industry preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong computer skills, including Microsoft Office and email/calendar systems.
• Ability to learn and use fire protection service-management or scheduling software.
• Ability to manage multiple priorities while maintaining accuracy.
• Strong customer-service and problem-solving skills.
• Professional and dependable demeanor.
• Ability to work independently while functioning effectively as part of a team.

This position is office-based and involves frequent communication with customers, technicians, vendors, contractors, and management. Pay negotiable based on experience and qualification.