Job Description

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.

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.

Qualifications

What We Are Looking For:

• A degree in Business Administration, finance or a related field is highly desired.
• Must have 5 years of experience in office management or a similar administrative role.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in using office software, such as MS Office Suite and accounting software.
• Knowledge of budgeting, financial reporting, and basic accounting principles.
• Ability to handle multiple tasks simultaneously and prioritize effectively.
• Experience managing a team and fostering a collaborative work environment.
• Problem-solving skills and ability to make sound decisions.
• Flexibility and adaptability to changing priorities and deadlines.

Hiller is a drug-free workplace, an equal opportunity employer and ADA compliant.

We are proud to operate according to our Core Values: Passion to Perform, Trust to Act, Act Responsibly and Make It Fun.

Most employee benefits start from the first day of employment, including:

• Competitive compensation package, including pay advancement opportunities for industry certifications and continuing education
• Comprehensive benefits package, including health, dental & vision insurance, retirement plans, company paid & voluntary life insurance, company paid short-term disability, voluntary long-term disability, critical illness & accident insurance and paid time off
• Company-provided training, tools and equipment, including $150 annual boot allowance for employees required to wear safety boots in their jobs
• Career advancement potential within a growing company.

Join us in our mission to provide comprehensive fire protection solutions and peace of mind to our customers and together let's make the world a safer place.