OFFICE MANAGER

Job Description

Job Description

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. Send resume for serious consideration.