Office Manager / Executive Assistant

Office Manager / Executive Assistant

About Us

We are the leading provider of services and equipment for the fire protection and safety operations in the Pacific Northwest.  Fire Extinguisher Service Center, a division of Northwest Fire Inc, is a family-owned and operated business serving the Oregon and Southwest Washington communities for over 60 years. We serve the commercial and residential customers, functioning as a single-point-of-contact for all their fire-life systems and protection needs, including products and services to protect their premises and compliance with property insurance providers, local, state, federal codes and regulations.

Responsibilities

We are seeking a full-time (30+ hours per week) office professional to join our growing team as an Office Manager/Executive Assistant.  The ideal candidate will be a self-driven ‘go-getter’, the ‘heart-beat’ of the overall office, highly organized, able to support a growing office and executive team.  The candidate will play a key role in supporting the administrative needs of a fast-paced Fire & Life Safety Company.  The ideal candidate will wear many ‘hats’ overseeing and supporting all aspects of the back-office operations. 

General Duties

• Perform general office duties, order and organize office supplies
• Overseeing customer communication and supporting service coordination needs
• Lead customer invoicing, disputes, and collections 
• Prepare reports, correspondences and other documents from various sources
• Oversee and provide pro-active certifications communication to field technicians
• Lead all matters of compliance across various jurisdictions
• Assist with HR support, new employee on-boarding matters, healthcare benefits, general insurance and licensing
• Provide executive support, scheduling, coordinating office events, travel arrangements and team meetings
• Meet with clients, employees and vendors on behalf of the President  
• Assist with special projects
• Assisting with bookkeeping in QuickBooks for A/P, semi-weekly deposits, and weekly reconciliations
• Work collaboratively with other team members, provide stellar service to walk-in customer 
• Other general duties and responsibilities as may be assigned

Compensation package including:

• Aggressively competitive compensation, depending on experience.  Plus monthly bonus for your contributions to the success of the company  
• This position is non-exempt salaried, eligible for over-time 
• Medical, Dental, Vision Insurance
• 401(k) plan with a great company match
• Paid Time Off and paid holidays
• Flexible and employee friendly policies
• Sponsorship & reimbursement for continuing education, licensing, and certifications 

Ideal Candidates Requirements

• Strong customer service; a must
• Ability to read, write, and speak English; required.  Second language, a great plus
• Ability to speak clearly on the telephone and maintain pleasant presence/tone of voice while interacting with visitors, staff, vendor; required.
• Proficient knowledge of Microsoft Suite of Products; required
• Strong understanding and ability to use current CRM, messaging, and various software applications; required
• Attention to details, ability to maintain timely and precise documentation, a must
• Project management; a great plus
• Comply with safety requirements and promote safe working practices; required
• Ability to work independently with little supervision; required
• Carry and move equipment weighing up to 30 pounds
• Clean driving record and current driving license; preferred