Office Manager

About the Company

The Hiller Companies is a leading provider of fire protection and safety solutions, dedicated to safeguarding lives and property worldwide. Headquartered in Mobile, Alabama, Hiller operates globally and across the United States, with over 100 years of industry experience. 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.

Responsibilities

• Oversee day-to-day office activities as the 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, ensuring labor and materials are accurately accounted for, jobs are added and billed properly, and all information is correctly recorded 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 discrepancies.
• Track and analyze expenses related to shipping and travel, identify cost-saving opportunities, and prepare financial reports.
• Coordinate travel arrangements for employees, including job travel estimates, travel quotes for new jobs, and any badging requirements.
• Maintain accurate records of job completion, tracking progress, and documenting relevant details.
• Perform other duties as assigned.