Office Manager

PROVIDING RIGHT SOLUTIONS FOR ALL FIRE PROTECTION NEEDS SINCE 1990. 

International Fire Protection (IFP) is an Alabama-based values driven fire suppression company. We have charted our history and legacy on our purpose of building meaningful relationships while making the world a safer place. Therefore, LIFE SAFETY IS OUR BUSINESS, as such, we promise to be the trusted leader in fire protection, delivering the highest quality life safety solutions with commitment to customer satisfaction and operational excellence. 

JOB DESCRIPTION:

Office Manager 

The Office Manager is responsible for the daily business of the office, accounting, banking and works extensively with corporate accounting, customers, subcontractors/vendors and office personnel. This position requires someone that presents a professional image, is extremely detail orientated and has good written and verbal communication skills, contract and construction knowledge a plus. The Office Manager reports directly to the District Leader of the company. 

 CORE COMPETENCIES: 

• Ensures Accountability: Holding self and others accountable to meet commitments. 
• Communicates Effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences. 
• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives. Ensures inter-departmental communication flows well. 
• Customer Focus: Building strong customer relationships and delivering customer-centric solutions. 
• Interpersonal Savvy: Relating openly and comfortably with diverse groups of people. 
• Resourcefulness: Securing and deploying resources effectively and efficiently. 
• Balances Stakeholders: Anticipating and balancing the needs of multiple stakeholders. 
• Optimizes Work Processes: Knowing the most effective and efficient processes to get things done, knows how/when to delegate with a focus on continuous improvement. 

JOB QUALIFICATIONS: 

• Requires exceptional oral, telephone and written communication skills, organizational and time management skills. 
• Ability to work efficiently despite numerous interruptions. 
• Excellent customer service skills and ability to be on the phone and computer consistently throughout the day. 
• Moderate to advanced computer skills with proficiency in Microsoft Office and Adobe. 
• Must have exceptional accuracy and attention to detail. 
• Ability to self-manage and work independently with little supervision. 
• Must be flexible, motivated and demonstrate the ability to work in a team environment. 
• Ability and desire to take on additional responsibilities and advance quickly within the position. 
• Willing to pass a post-offer drug screen test and background check. 

EDUCATION AND CERTIFICATIONS: 

• High school diploma/GED required; Associate degree preferred 
• Previous experience in an office/administrative setting required. 
• Moderate to advanced computer skills, including use of a computer operated phone system 
• Familiar with Microsoft Office products 
• Notary Public a plus but not required. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Answers office phone and gives information to caller or transfers calls to appropriate individuals. 
• Responsible for collections for each account; applies standard due diligence practice to collect monies owed and maintains collections notes in accounting system. 
• Responsible for weekly payroll entry for branch. 
• Accurately prepares and invoices service and inspection customers per the requirements of the job and the customer to ensure the customers preferred billing procedures are followed. May possibly include credit and rebills, if necessary. 
• Assist the Service & Inspection Department with job creation, service proposals, inspection contract renewals and scheduling. 

Supervision:  

• Supervise other administrative assistant staff, assign duties and tasks to ensure the duties of the office administration are properly performed. 
• Conduct regular and meaningful reviews of subordinate staff to maintain employee morale and a good working environment. 
• Make recommendations for pay levels and promotions for administrative staff to the District Leader. 

Project Management Support:  

• Assist in compiling contracts, proposals, and job packets/ electronic folders & files. 
• Coordinate requesting Builders Risk Insurance and evidence of Liability Insurance. 
• Assist in reviewing monthly project reports to ensure all projects are billed timely and costs are posted correctly. 
• Responsible for job close out; Review Customer Statement of Account, Project estimates and closing documents with Project Leaders and the District Leader. 
• Coordinate with Inspections Sales Leader on contract renewals.  

Accounts Receivable:  

• Oversee department admins, prepare billing invoices daily, ensuring all paperwork necessary is complete. 
• Manage the collection process of all outstanding customer receivables, including follow-up correspondence and posting collection notes. 
• Responsible for monthly review of the Customer Statement of Account for outstanding balances due and billing customers for any unpaid Change Orders, makes recommendations for improvements in collections. 

Accounts Payable:  

• Analyze and make recommendations whether the company should change or discontinue vendors and service providers for all office equipment and services. 
• Process all Vendor Invoices. 
• Work with Vendors and Project Leaders to resolve pricing differences on invoices and resolve any expense that does not have a Purchase Order. 
• Ensure that all invoices and purchase orders are approved by appropriate personnel before being submitted for payment. 
• Review subcontractor agreements and insurance expiration dates ensuring proper insurance is active prior to submitting subcontract invoices. 
• Obtain appropriate Lien Release paperwork from the vendor prior to submitting invoices. 
• Ensure that all expense reimbursements are reviewed, coded properly and approved prior to submitting to corporate. 

Payroll/People:  

• Ensure that all new hire paperwork, drug testing, MVR, and background checks are completed and submitted to Corporate Safety and People Resources Department prior to new employee start. 
• Submit any applicable union documents to the Local for new hires and apprentices. 
• Ensure all District payroll is entered accurately and on time. 
• Conduct payroll and hour tracking functions as required. 
• Notify corporate of separations and offboard in APiConnect in a timely manner and provide necessary forwarding/backup information via the separation report. 

Administrative:  

• Review P&L expenses monthly with the District Leader, compare against budget and make suggestions for improvements. 
• Create/Set up electronic files for customers, vendors, contractors, and employees. 
• Submit training certificates, NICET certifications, and license renewals to Corporate. 
• Reconcile petty cash bank account. 
• Provide general administrative support for leaders and staff. 
• Create, type, and distribute internal and external correspondence. 
• Coordinate office schedules, meetings, conferences, and appointments. 
• Order office supplies and assist in the upkeep of office equipment. 
• Organize and schedule social occasions for the office. 
• Maintain various types of records. 
• Assist in completing special reporting and licensing requirements. 
• Draft financial, statistical, narrative, and/or other reports as requested. 
• Complete special projects as required. 
• Offer suggestions and solutions on improving efficiency in general office procedures. 

PHYSICAL DEMANDS AND WORK ENVIRONMENT: 

• Office environment with moderate noise levels 
• Mostly sedentary role with the need to move about the office to copy, scan and fax 
• May require light lifting of storage boxes and packages to be mailed 
• Ability to be on the phone and computer consistently throughout the day 

Compensation & Benefits: 

This role will be based out of our Sunrise, FL branch. This position is eligible for annual bonus and profit sharing based on company performance in addition to other benefits that support the total well-being of you and your family. Some benefits include: 

• Comprehensive Insurance coverage, Medical, Dental, Vision, and more 
• Wellness Program 
• 401K with employer match 
• Discounted company stock (Employee Stock Purchase Plan) 
• Profit Sharing 
• Generous paid time off 
• Growth opportunities through company sponsored leadership development courses and training 

This position is not eligible for sponsorship. 

All offers of employment are expressly contingent upon the satisfactory completion, in accordance with Company policy, of a pre-employment drug screening and background check. 

IFP is an equal opportunity employer and does not discriminate on the basis of religion, disability, protected veteran status, age, sex, race, color, national origin, or any other characteristic protected by law. 

IFP complies with federal and state disability laws and will make reasonable accommodations for applicants and qualified employees with disabilities.

If you wish to request reasonable accommodations to participate in the job application or interview process, please contact TAsupport@apigroupinc.us.