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Western States Fire Protection · 14 hours ago

Office Manager

Missoula, MT

Full-time

Onsite

Mid Level

$63K/yr - $78K/yr

3+ years exp

Western States Fire Protection (WSFP) is a family of unique individuals committed to purpose and values, specializing in Life Safety Systems. The Office Manager is responsible for overseeing office functions, including administrative support, HR collaboration, and accounting tasks to ensure smooth operations.

ConstructionInformation TechnologyManufacturing

Hiring Manager

Kaelah S.

Responsibilities

Oversee daily office operations, ensuring administrative functions run smoothly and processes are consistently improved

Collaborate with management and HR to support recruitment, onboarding, and employee relations activities

Support HR by maintaining personnel files and assisting with payroll and compliance (e.g., certifications, required training, safety documentation)

Organize, maintain, and safeguard confidential documents, including bank records, contracts, and licenses

Review employee expenses and company credit card expenses for accuracy and manage approvals

Managing ordering, transferring, and cancelling mobile devices and accounts

Conduct payroll and hour tracking functions as required

Complete the setup of new jobs/projects including data and budget entry

Conduct billing, receivable, and payable functions as required

Manage the overall branch accounts receivable and collections efforts

Provide general administrative support for managers and staff

Process mail receipt and distribution activities and respond to routine correspondence

Create, type, and distribute internal and external correspondence

Coordinate office schedules, meetings, conferences, and appointments

Order office supplies and assist in upkeep of office equipment and assist with building maintenance

Plan, organize, and execute company events, including team-building activities, client appreciation events, industry conferences, and annual meetings

Maintain various types of records

Assist in completing special reporting and licensing requirements

Assist in compiling contracts, proposals, and job packets

Complete special projects as required

Accomplish responsibilities as required using business software as approved by WSFP

Offer suggestions and solutions on improving efficiency of general office procedures

Qualification

Business office experienceMicrosoft SuiteSecretarial skillsSupervisory experienceCourteous attitudeProactiveWritten communicationVerbal communicationDetail orientedSelf-motivated

Required

3-5 years business office experience

Good computer skills with working knowledge of business software applications including Microsoft Suite of software

Strong background in basic secretarial skills is mandatory

Self-starter with ability to use independent judgment

Excellent written and verbal communication skills required

Ability to prioritize and complete multiple projects and tasks

Self-motivated and detail oriented

Puts forth a courteous, friendly, helpful attitude at all times when receiving office visitors, answering the phones, or dealing with other associates

Highly motivated and proactive

Must be able to pass a pre-employment drug test, background and reference check