Branch Office Manager

Job Description

Job Description

Office Manager

Fire Suppression Equipment Manufacturing & Installation  |  Thermal Pump Systems

Reports To: COO

Employment Type: Full-Time

Position Summary

We are seeking an experienced, highly organized Office Manager to run the day-to-day administrative and operational functions of our fire suppression equipment manufacturing and installation company, including thermal pump systems. This role is the backbone of the office — coordinating purchasing, inventory receiving, scheduling, and general office operations while working closely with production, installation crews, and management. The ideal candidate is a strong multitasker with heavy hands-on experience in QuickBooks and advanced Excel, and thrives in a fast-paced, hands-on manufacturing environment.

Key Responsibilities

Purchasing & Inventory

•      Create, issue, and track Purchase Orders (P.O.s) for materials, parts, and equipment

•      Receive incoming product/shipments, verify against P.O.s and packing slips, and resolve discrepancies with vendors

•      Maintain accurate inventory records and reorder points

•      Communicate with vendors/suppliers regarding pricing, lead times, and order status

Scheduling & Operations

•      Set and manage schedules for installation crews, service technicians, and production staff

•      Coordinate job scheduling with customers, sales, and field teams to ensure timely completion

•      Track job status and communicate updates across departments

•      Manage calendars for equipment deliveries, inspections, and installations

Office & Administrative Management

•      Run daily office operations, including phones, correspondence, filing, and supply management

•      Serve as the point of contact for staff, vendors, and customers

•      Support HR-related administrative tasks (onboarding paperwork, timekeeping, records)

•      Ensure compliance documentation (permits, certifications, inspection records) is organized and current

Accounting & Financial Support

•      Manage day-to-day bookkeeping tasks in QuickBooks: invoicing, A/P, A/R, expense tracking, and reconciliation

•      Process P.O. matching, vendor bills, and payment approvals

•      Build and maintain advanced Excel spreadsheets/reports (job costing, budgets, tracking logs, pivot tables, formulas)

•      Assist with month-end reporting and prepare financial summaries for management

Required Qualifications

•      3+ years of office management, operations, or administrative experience (manufacturing, construction, fire protection, HVAC, or mechanical trades industry strongly preferred)

•      Heavy, hands-on QuickBooks experience (Desktop and/or Online) — P.O.s, invoicing, A/P, A/R, reconciliation

•      Advanced Excel skills — formulas, pivot tables, VLOOKUP/XLOOKUP, data tracking and reporting

•      Experience creating and managing Purchase Orders and receiving inventory/shipments

•      Strong scheduling/dispatch experience, ideally coordinating field crews or technicians

•      Excellent organizational skills with the ability to manage multiple priorities simultaneously

•      Strong written and verbal communication skills

•      Ability to work independently and take ownership of office operations

Preferred Qualifications

•      Familiarity with fire suppression, fire protection, HVAC, or thermal/heat pump industries

•      Experience with inventory or job-costing software beyond QuickBooks

•      Knowledge of permitting, licensing, or compliance documentation in the trades

•      Prior experience supporting a small-to-mid-size manufacturing or installation company

Work Environment

•      Primarily office-based with regular interaction with warehouse/production and field installation teams

•      Occasional need to physically verify incoming shipments/receiving in a warehouse setting

Staff DFW is seeking talented, reliable individuals.

Company Description

Staff DFW is seeking talented, reliable individuals.