Full Time Office Manager

A growing Greater Boston electrical and fire alarm contractor is seeking a highly organized, dependable, and customer\-focused Office Manager to manage the daily office operations, scheduling, and communication needs of our electrical, fire alarm, and contracting operations. The primary focus of this position is to run the office efficiently, coordinate field employees, communicate with customers, manage service schedules, and ensure all assigned work is completed, documented, submitted, and invoiced in a timely and efficient manner. The successful candidate will serve as the central point of communication between customers, field employees, the owners, vendors, and office staff. This person must be comfortable managing changing priorities, resolving scheduling issues, following up consistently, supporting and directing office staff, and maintaining a professional and positive customer experience. In addition to office management, scheduling, and customer\-service responsibilities, this position will oversee QuickBooks, compliance tracking, fire alarm records, intercom renewals, invoicing, permit pulling, project management, and general office administration. Primary Responsibilities Office Management and Operations Manage the daily operation and organization of the office. Supervise, train, and support administrative staff; assign tasks and review completed work. Develop, document, and improve office procedures, workflows, and tracking systems. Ensure deadlines are met across scheduling, invoicing, compliance, renewals, and grant work. Serve as the main point of contact between the owners, office staff, and field employees. Provide the owners with regular updates on schedules, open work, billing, and outstanding issues. Keep company systems (Jobber, Zenfire, Fleetio, QuickBooks Online, Google Drive) accurate and consistent. Ability to work well with delegate work listed below to an office assistant and/or virtual assistant. Ability to help setup SOP's and core workflows for company's efficiency and consistency. Scheduling and Dispatch Coordination Create and maintain the daily and weekly schedules for electricians and other field employees. Schedule service calls, inspections, installations, testing, estimates, and project work. Assign employees to jobs based on location, availability, licensing, experience, and job requirements. Confirm job details, addresses, contacts, access information, and required materials before dispatching employees. Communicate schedule changes promptly to customers and field employees. Monitor the field schedule throughout the day and respond to delays, emergencies, cancellations, and changing priorities. Coordinate return visits, follow\-up work, inspections, and incomplete jobs. Confirm field employees know where they are going, what work is required, and what documentation must be submitted. Work closely with the owners to prioritize urgent work and use field resources efficiently. Maintain accurate \& up todate scheduling information in Jobber and other applicable systems. Customer Relations Serve as a primary point of contact for customers by telephone, email, and text. Answer customer inquiries promptly, professionally, and courteously. Schedule appointments and provide customers with arrival windows and job updates. Confirm upcoming appointments and provide necessary preparation or access instructions. Communicate delays, schedule changes, job status, and next steps. Electrical \& Fire Alarm Contractor \| Greater Boston Follow up with customers after service when appropriate. Resolve routine customer concerns and escalate larger issues to the President. Maintain accurate customer names, addresses, contacts, billing information, and property\-managementinformation. Build and maintain positive relationships with customers, property managers, general contractors, vendors, and other business partners. Follow up on open estimates, pending approvals, incomplete work, and unanswered customer requests. Help ensure each customer receives timely, professional, and consistent service. Field Employee Management and Job Completion Monitor active work orders and follow up with field employees throughout the day. Confirm employees arrive at assigned jobs and communicate delays or problems promptly. Ensure all assigned work is completed efficiently and within required deadlines. Confirm completed work orders include accurate descriptions, labor hours, materials, photographs, receipts, customer signatures, testing information, and technician notes. Follow up immediately on incomplete, missing, or overdue job documentation. Confirm permits, test reports, deficiency information, and other required documents are submitted. Review field employee hours and work\-order information for accuracy. Verify completed jobs are ready for invoicing, reporting, inspection, or customer delivery. Coordinate required return visits and unfinished work. Hold employees accountable for submitting complete information in a timely manner. Escalate attendance, performance, scheduling, documentation, or customer\-service concerns to the owners. Improve communication and efficiency between the office and field teams. Additional Responsibilities Invoicing and QuickBooks Review completed work orders and prepare jobs for invoicing. Create and send customer invoices. Manage estimates, deposits, billing, and accounts receivable follow\-up. Review outstanding invoices and handle customer collections. Match and categorize bank and credit card transactions in QuickBooks Online. Attach receipts and supporting documentation. Add accurate payee names, memos, and transaction descriptions. Prepare deposits and reconciliations. Identify missing or unclear financial information and bring it to the owners for review. Fire Alarm Compliance and Records Maintain current fire alarm customer, contract, testing, monitoring, and compliance records. Schedule annual fire alarm testing and follow\-up service. Confirm fire alarm testing is completed within required timeframes. Ensure technicians submit completed test reports and supporting documentation promptly. Confirm reports are sent to customers and saved in Jobber, Google Drive, and other applicable systems. Maintain current contracts, emergency contact forms, customer contacts, addresses, and property\-management information. Follow up on missing contracts, test reports, monitoring information, and compliance documentation. Confirm monitoring services are active, properly billed, and paid. Doorking Intercom Renewals and Management Maintain accurate customer and account information for Doorking intercom services. Track renewal and expiration dates. Prepare and send renewal notices and invoices. Follow up on incomplete, upcoming, and overdue renewals. Confirm customer contact, property, billing, and system information is current. Track payments and outstanding accounts. Maintain organized copies of agreements, invoices, renewals, and customer communications. Electrical \& Fire Alarm Contractor \| Greater Boston Compliance and Record Management Maintain records for employee licenses, certifications, drug testing, subcontractor documents, insurance policies, vehicles, permits, and company licenses. Track expiration and renewal dates. Follow up with employees, vendors, subcontractors, and insurance representatives for missing information. Maintain accurate tracking charts. Organize and properly label electronic and paper records. Notify the owners of approaching deadlines, expired documents, and unresolved compliance issues. General Office Administration Answer and manage company telephone calls, emails, and text messages. Oversee filing, scanning, data entry, and document organization. Maintain accurate customer, employee, vendor, and subcontractor records. Pull permits. Follow up on estimates, vendor credits, returns, and missing information. Maintain office supplies and address shortages. Oversee grant research, applications, and tracking. Support the owner with special projects. Required Qualifications Previous experience in office management, scheduling, dispatching, customer service, office administration, or a similar position. Experience supervising, training, or directing office staff. Strong customer\-service and communication skills. Ability to coordinate multiple field employees and changing schedules. Excellent organizational, time\-management, and follow\-up skills. High degree of attention to detail. Ability to remain calm and professional when schedules change or customers are upset. Strong written and verbal communication skills. Ability to communicate directly and professionally with field employees. Ability to hold employees accountable for deadlines and documentation. Proficiency with Microsoft Office and Google Workspace. Comfortable using email, spreadsheets, online scheduling systems, scanners, printers, and other office equipment. Ability to learn Jobber, Zenfire, Fleetio, QuickBooks Online, and other business software quickly and outside office hours if necessary. Ability to work independently and make routine operational and scheduling decisions. Reliable, responsible, trustworthy, positive, and discreet. Ability to manage confidential employee, customer, and company information. Preferred Qualifications Office management experience with an electrical, construction, fire alarm, fire protection, HVAC, plumbing, or field\-service company. Experience dispatching or scheduling tradespeople or service technicians. Knowledge of QuickBooks Online. Experience with invoicing, accounts receivable, or collections. Familiarity with Jobber or another field\-service management platform. Experience maintaining licenses, insurance documents, permits, testing reports, or compliance records. Experience with grant research or application writing. Notary Public commission or willingness to become a Notary. Familiarity with artificial intelligence tools and an interest in improving office efficiency. Electrical \& Fire Alarm Contractor \| Greater Boston Benefits Health insurance (50% employer\-paid for individual coverage, 33%family coverage). Dental and vision insurance. Life and disability insurance. 401(k) with company match. One week of paid time off to increase with time Paid sick time. Six paid holidays. Year\-end bonus. Ideal Candidate The ideal candidate is organized, assertive, friendly, dependable, and comfortable managing customers, field employees, and office staff. This person communicates clearly, anticipates problems, notices missing details, and takes ownership of the office and its results. The successful candidate understands that a job is not complete until the field work is finished, all required information has been submitted, the customer has been updated, and the work is ready for invoicing or final processing. This position requires someone who will lead by example and follow up consistently and professionally until each task is fully resolved. Familiar and comfortable using AI and willing to scale, grow and change with the company's needs. Must work well under pressure, be able to multi\-task and be very organized. Immediate availability is preferred. Pay: $30\.00 \- $40\.00 per hour Expected hours: 40\.0 per week Benefits: 401(k) 401(k) matching Dental insurance Employee discount Flexible schedule Health insurance Life insurance Paid time off Retirement plan * Vision insurance Work Location: In person