Office Manager

The Office Manager is responsible for overseeing the daily administrative operations of the Life Safety company, ensuring efficient scheduling, accurate invoicing, and seamless coordination between field technicians, customers, and leadership. This role plays a critical part in maintaining compliance, supporting service delivery, and ensuring overall operational efficiency.

Essential Duties and Responsibilities

Scheduling & Coordination
• Manage and maintain daily, weekly, and monthly service schedules for technicians
• Coordinate inspections, service calls, and installations (fire alarm, sprinkler, extinguishers, hood systems, etc.)
• Communicate scheduling changes to customers and field staff in a timely manner
• Optimize technician routes and schedules to maximize efficiency and productivity

Invoicing & Billing
• Prepare, review, and process invoices accurately and in a timely manner
• Ensure all completed work orders are billed according to contracts and service agreements
• Track outstanding invoices and follow up on collections as needed
• Maintain accurate billing records and documentation

Customer Service
• Serve as the primary point of contact for incoming calls, emails, and service requests
• Provide professional and timely responses to customer inquiries
• Maintain strong customer relationships and ensure high levels of satisfaction
• Administrative Operations
• Maintain organized records of inspections, service reports, permits, and compliance documentation
• Assist with contract management, renewals, and service agreements

Compliance & Documentation
• Ensure all inspection reports and documentation meet local, state, and regulatory requirements
• Maintain records for fire and life safety compliance (NFPA standards, local AHJ requirements, etc.)
• Assist in preparing documentation for audits and inspections

Team Support & Communication
• Act as a liaison between office staff, field technicians, and management
• Assist leadership with reporting, tracking KPIs, and operational metrics

Qualifications
• High school diploma or equivalent required; Associate's or Bachelor's degree preferred
• 3+ years of administrative or office management experience (service industry preferred)
• Experience with scheduling and dispatching technicians strongly preferred
• Knowledge of invoicing, billing, and accounts receivable processes
• Experience in life safety, construction, or service-based industry is a plus