Office Manager

Location

Houston - Houston, TX 77010 US (Primary)

Career Level

Experienced (Non-Manager)

Category

Administrative / Clerical

Job Type

Salaried-Exempt

Travel

This position generally requires minimal to no travel

Job Description

POSITION SUMMARY
The Office Manager is responsible for the effective administration and coordination of branch office operations and serves as a key administrative partner to branch leadership. This position provides broad support across operations, finance, human resources, project administration, facilities, and general branch processes to ensure the branch operates efficiently and consistently with Ironsmith Fire standards.

The Office Manager serves as a central point of coordination between branch leadership, field and office employees, and corporate departments. Responsibilities may vary based on the size, structure, and operational needs of the branch, with some locations requiring greater emphasis on financial administration, project administration, or operational support.

This role is expected to develop a strong understanding of branch operations, identify administrative and process gaps, maintain accurate records and documentation, and help leadership ensure organizational processes are consistently executed.

KEY RESPONSIBILITIES / OBJECTIVES
Branch Administration & Operational Support
• Serve as the primary administrative resource for the branch and support the Branch Manager, Operations Manager, and other branch leadership as needed.
• Coordinate administrative activities necessary to support the day-to-day operation of the branch.
• Maintain organized branch records, files, reports, and other documentation.
• Support branch leadership in tracking operational activities, deadlines, outstanding items, scheduling, and administrative requirements.
• Assist with preparation of branch reports, operational information, budgets, job information, and other management reporting.
• Assist with implementation and execution of company Standard Operating Procedures and organizational processes.
• Serve as a liaison between the branch and Corporate Finance, Human Resources, Operations, Sales, IT, Safety, and other support functions.
• Provide administrative support to field employees and office personnel and help resolve routine administrative questions or issues.
• Perform other administrative and operational responsibilities necessary to support the effective operation of the branch.

Project & Construction Administration
• Assist with project documentation, including contracts, subcontracts, purchase documentation, permits, project files, closeout documents, and related records.
• Coordinate contractor registrations and required documentation with Authorities Having Jurisdiction (AHJs) and other regulatory agencies.
• Track project documentation and administrative requirements from project turnover through closeout.
• Support coordination between Sales, Design, Fabrication, Operations, and Field teams to ensure required information and documentation are transferred appropriately.
• Assist with preparation and distribution of project documentation, including plans, stock lists, testing documentation, foreman packages, as-built drawings, warranty letters, permitting/permits, and owner manuals. [JN1.1]

Financial & Accounting Administration
• Support branch accounting and financial administration in coordination with Corporate Finance.
• Assist with all branch invoicing documentation and processing.
• Support AIA billing documentation, Schedules of Values, lien waivers, and other construction billing requirements when assigned.
• Assist branch leadership with budget tracking, expense management, job-cost information, and financial reporting.
• Coordinate with vendors, customers, project managers, and Corporate Finance regarding routine financial documentation or inquiries.
• Process or coordinate branch-level purchasing, payments, permits, and other approved expenses in accordance with established company procedures.

Office, Facilities & Vendor Management
• Oversee the organization and general administrative operation of the branch office.
• Coordinate office maintenance, repairs, building needs, and facilities-related vendors.
• Maintain appropriate office supplies, equipment, and administrative resources.
• Coordinate with IT and other corporate departments regarding branch equipment, systems, and facility needs.
• Monitor office-related expenditures and assist with branch expense management.
• Maintain professional working relationships with vendors, customers, contractors, employees, and other stakeholders.


Process Execution & Continuous Improvement
• Ensure established corporate and branch administrative processes are consistently followed.
• Partner with branch and corporate leadership to identify opportunities to simplify, standardize, or improve workflows.
• Document branch processes and jurisdiction-specific administrative requirements when appropriate.
• Assist with implementation of new systems, processes, technology, and organizational initiatives.
• Monitor assigned administrative processes for completion and escalate recurring breakdowns to the appropriate leader.


Job Requirements

COMPETENCIES
• Highly organized, detail-oriented, and process-driven.
• Ability to prioritize multiple responsibilities in a fast-paced construction environment.
• Strong written and verbal communication skills.
• Professional judgment and discretion when handling confidential business and employee information.
• Strong customer-service orientation toward both internal and external stakeholders.
• Ability to independently identify issues, gather information, and coordinate appropriate resolution.
• Ability to work effectively across Operations, Finance, Human Resources, Sales, and other functions.
• Working knowledge of general business administration and construction-office processes.
• Strong technology skills, including Microsoft Office applications and the ability to learn ERP, project-management, HR, accounting, and other business systems.

EDUCATION AND EXPERIENCE
• Bachelor's degree in Business Administration, Accounting, Finance, Construction Management, or a related discipline preferred; equivalent relevant experience may be considered.
• Three or more years of progressively responsible administrative, construction-office, accounting, project-administration, or operational-support experience preferred.
• Experience working in construction, fire protection, specialty contracting, or another field-service environment strongly preferred.
• Experience with construction accounting, AIA billing, permitting, project documentation, ERP systems, or construction-management software is beneficial but may not be required for every branch assignment.


PHYSICAL REQUIREMENTS
• Ability to remain seated and work at a computer for extended periods.
• Ability to communicate effectively in person, by telephone, electronically, and in meetings.
• Ability to work effectively in a fast-paced office and construction-support environment.
• Ability to occasionally lift and transport office supplies, files, or equipment weighing up to approximately 25 pounds.
• Ability to occasionally access shop, warehouse, or field environments as necessary to support branch operations.

COMMITMENT TO DIVERSITY

At Ironsmith Fire, we're dedicated to fostering an inclusive workplace where everyone feels valued and respected. We actively encourage applications from diverse backgrounds and believe that embracing differences enhances our team's creativity and effectiveness. Regardless of race, gender, age, religion, or other characteristics, we welcome all to join us in creating a culture where everyone can thrive.

FEATURED BENEFITS

• Employee Paid Medical Insurance
• Dental and Vision Plans
• Health Savings Account
• 401(k) tax-advantaged retirement plan
• Profit-Sharing Plan
• Company Provided Life Insurance