Office Manager

AI Fire
US - Vermont - Burlington
January 26, 2025

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 30+ district offices and employ over 1,100 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 30+ district office locations across the United States, supporting industries ranging from retail and healthcare to education and restaurants.

Please text "ImpactFire" to *** to connect with Ember, Impact Fire's Recruiting Assistant, to learn more about this position and the company.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
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

This individual is efficient and comfortable being a member of a team. The ability to multi-task, while maintaining complex schedules and providing administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position. Will work directly with the District Manager.

JOB RESPONSIBILITIES:

Manage workflow ensuring that deadlines are met, and work is completed correctly manage a team of 1-4 administrative staff
Schedule Inspections for field employees
Implement programs as directed by management, and see the programs through to completion
Generate memos, emails and reports when appropriate
Work with GM on monthly billing
Answer incoming calls and assume receptionist duties
Oversee all office Billing and Contract set-up
Schedule inspections and support the sales team.
Generate and distribute weekly operations reports
Lead job cost and ticket costing efforts as it pertains to all Billing
Coordinate collections for district AR and coordinate with district collectors, if applicable, depositing local checks, and participating on collections calls with Finance team
Manage AP portal and elevating any exceptions with District Manager
Manage office Petty Cash and Check Register
Monitor American Express report management
Post Service Trade time into GP, review timesheets in DayForce App, elevating any issues and send to District Manager for approval.
Coordinate with HR on all new hires and terminations, including on-boarding, off-boarding in Ceridian for payroll, benefits, etc.
IT for any systems set-up, and with Safety for safety and OSHA
Notify Nuvo Solutions for cell phones and iPads for district technicians and coordinate with IT on any systems issues or needs
Maintain district office and technician licensing
Keep office stocked with general supplies
Coordinate fleet management needs, including vehicle orders, wrapping, repairs, and maintenance with Fleet Manager
Liaise with Safety team to ensure OSHA training and office safety requirements are met

JOB REQUIREMENTS:

5 years of office administrative and management experience, required
Prior supervisory experience
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.

Position located in-office in Williston, VT.

Successful completion of a drug test and pre-employment background screening is required. MVR checks are required for all driving positions.

We look forward to talking with you about career opportunities with Impact Fire Services. For consideration, please apply on-line.

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

Read the full job description and apply online on the recuiter's web-site

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