Office Manager

Job Description

Job Description

The Office Manager is responsible for the accurate creation, tracking, and submission of fire life safety inspections, repairs, and retest reports. This role ensures all required documentation is complete, compliant, and delivered to customers and Fire Departments (AHJs) in a timely manner.

The Office Manager works closely with field technicians, Coordinators, and the Portfolio Manager to move inspections through the full cycle from inspection to repair to retest while maintaining high standards of accuracy, organization, and compliance. This role also prepares service and repair estimates.

Key Responsibilities:

• Create and manage inspection reports, track repairs, then create retest reports (high volume of detailed work)
• Track inspections through completion and ensure all required technician documentation is received. 
• Follow up directly with technicians via phone, text, and email to resolve missing or incorrect information.
• Sending completed reports to customers and uploading to required compliance/AHJ portals.
• Prepare repair and service estimates, including pricing parts and working with the Coordinator and Portfolio Manager to ensure that labor and materials are correct
• Follow up with customers regarding estimates, tracking estimate approvals, and collaborate with the coordinator to support timely scheduling of repairs and retests.
• Communicate professionally with customers regarding report status and next steps.
• Maintain organized tracking in Google Sheets/Excel.
• Perform internal audits of reports and status updates for management
• Perform other duties and responsibilities as requested or required

Required Skills & Experience:

• Strong organizational skills and attention to detail.
• Experience using Google Sheets and/or Excel, Adobe, Microsoft Word.
• Ability to manage deadlines and high volume of tasks in an organized way.
• Comfortable following up persistently with technicians and internal teams.
• Ability to apply judgment when preparing estimates.
• Flexibility to adapt to changing priorities in a dynamic work environment 
• 2+ years of experience in compliance, service coordination, or a related operations role in a service industry preferred.
• Familiarity with Fire Life Safety industry and NFPA standards preferred.
• Ability to work Overtime or Weekends ad needed or requested.

BENEFITS:

Commercial Fire Protection is pleased to offer a competitive compensation package which includes:Competitive hourly rate, medical, dental and vision,401k, life insurance, paid time off and holidays, supportive team environment, laptop, tuition reimbursement, and career advancement opportunities.

All qualified applicants to Commercial Fire Protection are considered for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, veteran's status or any other protected characteristic.