Office Manager

The Hiller Companies, LLC has an immediate opening for Office Manager. If you are a dedicated professional with a passion for fire protection and safety, we invite you to apply today.

The Hiller Companies is a leading provider of fire protection and safety solutions, dedicated to safeguarding lives and property all around the world. Headquartered in Mobile, Alabama, Hiller extends its reach globally as well as in domestic markets with offices across the United States. With over 100 years in the industry, our mission is to ensure the highest standard of safety and innovation in comprehensive fire protection services, including installation, inspection, maintenance and repair of critical fire and life safety equipment. Our team remains laser-focused on one goal - making the world a safer place.

Job Summary: The Office Manager is responsible for efficiently handling purchase orders, billing, budget and expenses, administrative travel arrangements, job completion ledgers, and overseeing the administrative team. The Office Manager will play a vital role in maintaining the smooth operation of the division and ensuring the administrative processes are executed effectively.

Key Responsibilities

• Oversee day-to-day office activities as main point of contact.
• Ensure office efficiency by maintaining common areas, handling correspondence, managing file systems, and overseeing supplies and equipment.
• Provide direct administrative support as needed.
• Manage internal and external resources and cultivate relationships with vendors.
• Generate accurate and timely invoices for clients and customers, ensure labor and materials are accurately accounted for, jobs are added and billed properly, and all information is accurately accounted for on the billing workbook.
• Monitor accounts receivable and follow up on outstanding payments.
• Coordinate with the finance team to ensure accurate financial records and reporting.
• Manage the purchase order process, including creating, tracking, and reconciling purchase orders. Add jobs to the billing sheet and balance as needed.
• Collaborate with the finance department to reconcile purchase orders with invoices and resolve any discrepancies.
• Track and analyze expenses related to shipping and travel, identify cost-saving opportunities, and prepare financial reports.
• Coordinate travel arrangements for employees, supporting the job travel estimates, travel quotes for new jobs, and any badging requirements needed.
• Maintain accurate records of job completion, tracking progress, and documenting relevant details.
• Other duties as assigned.