Office Manager at Human Resources Team

San Antonio, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

16 May, 26

Salary

0.0

Posted On

15 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Teamwork, Multi-tasking, Schedule Management, Problem Solving, Organization, Workflow Management, Billing, Contract Set-up, Job Costing, Accounts Receivable Coordination, Accounts Payable Management, Petty Cash Management, Time Tracking, HR Coordination, Fleet Management

Industry

Hospitality

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 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. 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 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 General Manager This position will be located out of our San Antonio, TX office. JOB RESPONSIBILITIES: Manage workflow ensuring that deadlines are met, and work is completed correctly Implement programs as directed by management, and see the programs through to completion Generate memos, emails and reports when appropriate Respond to questions and requests for information Answer incoming calls and assume receptionist duties Oversee all office Billing and Contract set-up 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., with 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 Oversee Administrative staff, including Billers, Collectors, Receptionist, etc. 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: 3 to 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. 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 Strong interpersonal/communication skills Detailed oriented and demonstrate a high degree of accuracy when performing data entry 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.

Responsibilities

This role involves managing the office workflow to ensure deadlines are met and work is completed correctly, which includes overseeing all office billing, contract setup, and job costing efforts. Key duties also include handling administrative tasks like answering calls, managing AP portals, coordinating collections, and overseeing administrative staff.