Office Manager
Fire Safety and Protection, Assonet, MA, United States
Job Description
Office Manager
The Office Manager oversees daily administrative and office operations. This role supports management and field operations by managing personnel and finances, coordinating scheduling and customer service activities, and serving as a central point of communication among technicians, management, vendors, and clients.
Responsibilities
Manage daily office operations to ensure efficiency and organization
Maintain office policies, procedures, and filing systems (digital and physical)
Oversee office supplies, equipment, and vendor relationships
Support management with reports, correspondence, and documentation
Coordinate scheduling for fire alarm, sprinkler, security, and inspection services
Communicate job details, changes, and priorities with technicians and supervisors
Track work orders, service tickets, and job completion documentation
Maintain inspection reports, service records, permits, and compliance documents
Ensure licenses, certifications, and training records are current for technicians
Serve as the primary point of contact for incoming calls and client inquiries
Address customer concerns professionally and elevate when necessary
Assist with invoicing, job costing, and purchase order tracking
Track service agreements and support collections as needed
Coordinate with accounting on payroll submissions, technician hours, and expenses
Assist with onboarding, orientation, and employee documentation
Maintain personnel files and support training coordination
Track time‑off requests, attendance, and employee communications
Support a culture of safety by promoting safe work practices and addressing safety concerns professionally
Education and Experience
High school diploma or equivalent required; associate’s degree preferred
2+ years of office management or administrative experience
Experience in the fire alarm, security, construction, or life safety industry strongly preferred
Skills and Competencies
Strong organizational and time‑management skills
Excellent written and verbal communication
Proficiency in Microsoft Office (Word, Excel, Outlook) and scheduling software
Ability to multitask and prioritize in a deadline‑driven environment
Basic understanding of job costing, invoicing, and service coordination
Attention to detail and high level of confidentiality
Work Environment and Physical Requirements
Ability to sit, stand, and work at a computer for extended periods
Ability to lift up to 25 lbs. occasionally
Occasional interaction with field staff and job‑site documentation
Benefits
Company‑Paid Benefits
Life/AD&D
Long Term Disability
Employee Assistance Program
Paid Time Off (PTO)
7 paid holidays and one floating holiday (employee choice)
Paid jury duty and bereavement leave
Voluntary Health Benefits
Medical, Dental, Vision
Voluntary Life/AD&D
Voluntary Short‑Term Disability
Voluntary Accident and Voluntary Critical Illness
Legal Services
HSA / Health Care and Dependent Care FSA Plans
Additional Benefits
401k retirement plan (traditional & Roth)
Equal Opportunity Employer Statement
We are an equal‑opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
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Office Manager
The Office Manager oversees daily administrative and office operations. This role supports management and field operations by managing personnel and finances, coordinating scheduling and customer service activities, and serving as a central point of communication among technicians, management, vendors, and clients.
Responsibilities
Manage daily office operations to ensure efficiency and organization
Maintain office policies, procedures, and filing systems (digital and physical)
Oversee office supplies, equipment, and vendor relationships
Support management with reports, correspondence, and documentation
Coordinate scheduling for fire alarm, sprinkler, security, and inspection services
Communicate job details, changes, and priorities with technicians and supervisors
Track work orders, service tickets, and job completion documentation
Maintain inspection reports, service records, permits, and compliance documents
Ensure licenses, certifications, and training records are current for technicians
Serve as the primary point of contact for incoming calls and client inquiries
Address customer concerns professionally and elevate when necessary
Assist with invoicing, job costing, and purchase order tracking
Track service agreements and support collections as needed
Coordinate with accounting on payroll submissions, technician hours, and expenses
Assist with onboarding, orientation, and employee documentation
Maintain personnel files and support training coordination
Track time‑off requests, attendance, and employee communications
Support a culture of safety by promoting safe work practices and addressing safety concerns professionally
Education and Experience
High school diploma or equivalent required; associate’s degree preferred
2+ years of office management or administrative experience
Experience in the fire alarm, security, construction, or life safety industry strongly preferred
Skills and Competencies
Strong organizational and time‑management skills
Excellent written and verbal communication
Proficiency in Microsoft Office (Word, Excel, Outlook) and scheduling software
Ability to multitask and prioritize in a deadline‑driven environment
Basic understanding of job costing, invoicing, and service coordination
Attention to detail and high level of confidentiality
Work Environment and Physical Requirements
Ability to sit, stand, and work at a computer for extended periods
Ability to lift up to 25 lbs. occasionally
Occasional interaction with field staff and job‑site documentation
Benefits
Company‑Paid Benefits
Life/AD&D
Long Term Disability
Employee Assistance Program
Paid Time Off (PTO)
7 paid holidays and one floating holiday (employee choice)
Paid jury duty and bereavement leave
Voluntary Health Benefits
Medical, Dental, Vision
Voluntary Life/AD&D
Voluntary Short‑Term Disability
Voluntary Accident and Voluntary Critical Illness
Legal Services
HSA / Health Care and Dependent Care FSA Plans
Additional Benefits
401k retirement plan (traditional & Roth)
Equal Opportunity Employer Statement
We are an equal‑opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
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