Office Manager Fire Protection Company

Position Summary We are a rapidly growing Fire Protection company seeking a proactive and highly organized Office Manager to oversee administrative operations and ensure smooth day-to-day functioning. The ideal candidate will have strong organizational skills, proficiency in QuickBooks, Pipedrive, Asana and Excel, and the ability to manage multiple responsibilities independently. This role requires handling customer interactions, scheduling, inventory management, payment tracking and collaboration with management, office and field staff. Experience in the fire protection or related technical industries is a plus.

Key Responsibilities Administrative Support:

Answer phone calls and schedule appointments promptly and efficiently. Maintain organized records and implement effective follow-up systems. Ensure all customer inquiries are addressed in a timely manner.

Financial & Data Management:

Oversea invoicing, expense tracking, and financial records using QuickBooks. Create and maintain Pipedrive and Asana records to track business performance metrics.

Order Management:

Process orders for parts, equipment, and materials while maintaining accurate inventory records.

Customer Service:

Manage recurring maintenance schedules for customers, ensuring timely follow-ups. Address customer concerns professionally, including resolving issues with dissatisfied clients to maintain positive relationships.

Team Leadership & Collaboration:

Coordinate activities and schedules between office staff and management. Collaborate with field technicians and other departments to ensure seamless operations.

Multitasking & Problem Solving:

Handle multiple tasks simultaneously while maintaining high accuracy. Adapt quickly to new operating systems, procedures, and technologies.

Qualifications Experience:

Prior experience as an Office Manager is preferred; experience in fire protection or technical industries is a plus.

Skills:

Proficiency in QuickBooks, Pipedrive, Asana and Excel is required. Strong organizational, multitasking, and communication skills. Ability to work independently with minimal supervision. Quick learner with the ability to adapt to new systems and technologies. Excellent problem-solving skills, especially in handling challenging customer situations.

Job Type:

Full-time Pay:

$25.00 - $30.00 per hour

Benefits:

Paid time off Ability to

Commute:

Flanders, NY 11901 (Preferred) Ability to

Relocate:

Flanders, NY 11901: Relocate before starting work (Preferred)

Work Location:

In person