Office Manager

Since 1946, Davis-Ulmer Fire Protection. has been providing full-service fire sprinkler, suppression, alarm, and security systems to its customers, while maintaining our reputation as being one of the best companies in the business in the Northeast region. Davis-Ulmer contributes its success to their loyal employees and customers. The company's overall work force has grown and as we move forward, we foresee continued expansion throughout the Northeast.

At Davis-Ulmer we believe that investing and empowering our employees as leaders develops an organization that delivers innovative solutions and services that create a superior customer experience. The unique blend of our leader's abilities and the ownership of their work, combined with our culture and values, creates something that is simply described as the Davis-Ulmer difference.

Due to continued growth, we are looking for an Office Manager to support our location in Longwood, FL. This role plays a vital role in the day-to-day operations of the business and has the opportunity to be a strategic partner in our continued expansion in the Florida market.

This position is responsible for a range of administrative and operational tasks, including but not limited to:

• Managing billing for both contract and service work orders.
• Submitting new contract jobs using the job booking application.
• Assisting with collections of outstanding accounts.
• Acting as backup for scheduling inspections and service orders, pulling permits for projects, answering the phone, and handling general office supply orders.
• Ordering materials with vendors and processing purchase orders through our central purchasing app.
• Receiving materials and processing them in our database.
• Reviewing accounts payable invoices and submitting them to the central AP team for processing.
• Collaborating with branch leaders on the monthly financial close process, focusing on billing, revenue, and monthly cost-to-complete targets.
• Assisting with the creation and submission of the annual branch budget.
• Leading and supporting special projects such as new system implementations, office relocations, and branch software conversions including testing and implementation.
• Performing other duties as assigned.

Required Skills:

• Organizational Skills:Ability to manage multiple tasks, prioritizing work efficiently to meet deadlines.
• Attention to Detail: Careful review and processing of billing, invoices, collections, and financial close activities.
• Communication Skills: Clear and professional verbal and written communication for collaborating with team members, vendors, and customers.
• Problem-Solving Abilities: Proactively address and resolve issues in daily operations and special projects.
• Technical Proficiency: Familiarity or ability to learn business software such as Microsoft Office Suite (Excel, Word, Outlook), along with financial and operational platforms (e.g., AX, Oracle, procurement and job booking apps).
• Time Management: Meet deadlines for billing, financial processing, and special project tasks.
• Customer Service: Professional and courteous when interacting with customers, vendors, and colleagues (e.g., scheduling, answering phones).
• Team Collaboration: Ability to work effectively with team members and leadership, especially during financial close and budgeting cycles.
• Adaptability: Comfortable with change, such as supporting new system “go-lives,” office relocations, and process improvements.
• Basic Financial Acumen: Understanding of accounts payable/receivable, billing, budget preparation, and reconciliation processes.
• Procurement and Vendor Management: Experience with ordering and tracking materials, working with vendors, and using purchasing platforms.
• Confidentiality: Handle sensitive business and financial information responsibly.

Why Choose Davis-Ulmer Family of Companies?

• 
  Competitive Compensation
  : We offer competitive pay rates for experienced professionals, ensuring your skillsare recognized and rewarded appropriately.
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  Comprehensive Benefits Package
  : Enjoy an industry-leading benefits package that includes medical, dental, vision, and additional perks, ensuring your health and well-being are taken care of.
• 
  Strength of…