Office Manager

Base pay range

$75,000.00/yr - $90,000.00/yr

Direct message the job poster from Western States Fire Protection

Western States Fire Protection (WSFP) and its subsidiaries are more than a company. We are a family of unique individuals committed to our purpose, our values, and each other. And we believe in making our own luck, creating our own opportunities. WSFP accomplishes this by constantly innovating, finding ways to create new value and seizing new opportunities.

Protecting lives and property since 1985, WSFP and its subsidiaries specializes in Life Safety Systems. Our values are simple: integrity, quality, safety, professionalism, commitment.

What we offer:

• Health, Life, Dental and Vision Insurance
• Employee Assistant Program
• Flex Spending (FSA) (Cafeteria Plan) and HSA
• 401(k) Plan – Matching up to 3%
• Employee Stock Purchase Plan
• Profit Sharing Plan
• Paid Time Off (PTO), Parental Leave, Paid Pregnancy Medical Leave
• Paid Holidays
• Tuition Reimbursement
• Annual Discretionary Bonus
• Employer Paid Life Insurance
• Gym membership reimbursement

The Office Manager is responsible for directly performing and/or supervising all office functions including office reception responsibilities, secretarial duties, accounting functions, payroll and general administrative support of the office and staff.

The pay range for this position is $75,000-$90,000 per year, depending on level of experience.

• Supervise, direct, and monitor the performance of the Admin Assistant team and/or other clerical employees
• 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
• Responsible for office reception functions including greeting customers, vendors, and associates
• 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
• Draft financial, statistical, narrative, and/or other reports as requested
• 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

• 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
• Supervisory experience is a plus
• 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…