Office Manager

• Dental insurance
• Employee discounts
• Health insurance
• Paid time off
• Vision insurance

• Manage and organize daily office operations, including but not limited to mail distribution, supply management, and facility maintenance.
• Provide outstanding customer service through various communication platforms.
• Engage with customers and vendors to address inquiries and concerns effectively.
• Respond to incoming calls promptly and professionally.
• Manage technician appointments by:

• Ensuring availability of all required equipment and materials before scheduling client visits.
• Procuring necessary equipment for service visits through existing or new vendors.
• Maintaining the service schedule filled at least three days in advance.
• Generating estimates and securing acceptance before coordinating technician appointments.
• Ensuring punctual arrivals of technicians to appointments and completing all visit notes by the end of each day. In case of delays, notifying customers before the scheduled appointment time.
• Provide accounting team with data necessary to issue weekly invoices.
• Collect payments for invoices issued by the accounting department and manage monthly automatic payment methods in the billing system.
• Oversee budgetary aspects related to office expenses, ensuring cost-effectiveness and adherence to financial policies.
• Maintain business licenses, permits and insurance policies up to date.
• Manage contract and price negotiations with business vendors, service providers and office lease.
• Manage builder relations:

• Become familiar with all options offered by us.
• Be main point of contact for field supervisors and builder’s client relations team.
• Be main point of contact for residential subcontractors.
• Manage existing and new contracts.
• Maintain communication with key contacts at our builders to stay informed about upcoming project in which we can actively participate.
• Process necessary permits for county where projects are taking place.
• Ensure new construction employees and subcontractors have up to date community low voltage drawings.
• Provide administrative assistance to executives and staff, including scheduling meetings, preparing documents, and handling inquiries.

• Manage subcontractor paperwork and ensure it is up to date.

• Subcontractor questionnaire
• Tax forms
• Insurance certificates
• NDA and other agreements
• Arrange maintenance and repairs for company vehicles.
• Update office operations and procedures as needed.

• Welcome package for new customers.

• Welcome letter
• Alarm registration for local law enforcement units
• Window decals
• Yard signs
• Referral flyer
• Certificate of Installation
• Plan and execute office events, meetings, and conferences to enhance team collaboration and engagement.
• Assist in HR functions such as recruitment, onboarding, and maintaining employee records.
• Serve as a point of contact between management and staff, conveying important announcements, policies, and updates.
• Other duties as necessary.

• Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
• Knowledge of Office Administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular), SmartSheets and Monday
• Excellent written and verbal communication skills
• Ability to handle multiple communication channels with a high level of professionalism
• Exceptional problem-solving and interpersonal skills
• Familiarity with accounting and scheduling systems such as Quickbooks and SecurityTrax
• Excellent time management skills and ability to multi-task and prioritize work

• Ability to maintain composure, keep emotions in check and avoid aggressive behavior, even in very difficult situations.
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements
• Additional qualification as an Administrative assistant or Secretary will be a plus.

• While performing the duties of this job, the employee is regularly required to stand; walk; sit; twist; use hands to handle; push; pull or feel; reach with hands and arms; talk or hear; and occasionally required to climb or balance; stoop, kneel, crouch, or crawl.
• The employee must regularly lift and/or move up 15 pounds.
• Specific vision abilities required by this job include distance vision, peripheral vision, depth perception, and ability to adjust focus.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate.
• The employee is required to work on-site Monday - Friday.

• High school diploma or GED; plus three years of experience.
• Must be able to pass an exam to demonstrate proficiency in Microsoft Office and Quickbooks.
• Fully bilingual in English and Spanish.
• Experience within the electronic security related field will be a plus.
• Ability to pass a background and credit check.

Security Integrator Company