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LHH Recruitment Solutions

Office Manager

LHH Recruitment Solutions, Houston, TX, United States

LHH Recruitment Solutions is looking for an experienced Office Managerfor a client on a direct hire bias in West Houston!

  • Job: Office Manager (District Office)
  • Location: 100% Onsite - Houston, TX 77055
  • Industry: Construction/Fire Protection
  • Position Type: Direct Hire (Full-Time)
  • Schedule: Monday - Friday, 7 AM - 4 PM, or 8 AM - 5 PM
  • Pay Rate: $30/hr - $35/hr (DOE)
  • Department: Operations
We are seeking a highly efficient and resourceful Office Manager to join our growing team in the construction/fire protection industry. This role will work directly with the District General Manager and is integral in ensuring the smooth operation of all office activities. The ideal candidate will possess strong organizational and communication skills, be detail-oriented, and have the ability to handle multiple tasks in a fast-paced environment while meeting deadlines and maintaining accuracy.

Key Responsibilities:
  • Workflow Management: Oversee daily office activities to ensure deadlines are met and work is completed accurately and efficiently.
  • Program Implementation: Lead, execute, and track programs and initiatives as directed by management to successful completion.
  • Communication: Draft memos, emails, and reports as needed; address inquiries, and provide information to staff and clients in a timely manner.
  • Reception Duties: Answer incoming calls, perform receptionist duties, and assist with client and staff requests as necessary.
  • Billing & Contract Setup: Manage office billing processes and oversee contract set-up, ensuring accuracy and compliance.
  • Job Costing: Supervise job cost and ticket costing efforts, ensuring all billing practices are followed correctly.
  • Collections & AR Coordination: Assist with collections for district accounts receivable, including working with district collectors, depositing checks, and participating in collections calls with the Finance team.
  • Accounts Payable & Portal Management: Manage accounts payable portal and work with the District Manager to resolve any exceptions.
  • Petty Cash & Expense Tracking: Oversee petty cash management and check register to ensure financial accuracy.
  • American Express Report Management: Track and manage the district's American Express reports, ensuring proper reporting and reconciliation.
  • Time Entry & Approval: Post Service Trade time into GP system, review employee timesheets in DayForce app, and escalate discrepancies for District Manager approval.
  • HR Coordination: Collaborate with HR for onboarding/offboarding processes, new hire documentation, payroll, benefits setup in Ceridian, and coordination with IT and Safety teams for systems setup and OSHA training.
  • Device Coordination: Communicate with Nuvo Solutions for district technicians' cell phones and iPads; liaise with IT for any system issues or updates.
  • Licensing Management: Maintain and track all district office and technician licensing documentation.
  • Staff Supervision: Oversee administrative staff, including billers, collectors, and receptionists, to ensure high productivity and efficiency.
  • Fleet Management: Coordinate fleet management needs such as vehicle orders, wrapping, repairs, and maintenance with the Fleet Manager.
  • Safety Coordination: Collaborate with the Safety team to ensure OSHA training requirements and office safety standards are met.
Job Requirements:
  • 3 to 5 years of office administrative and management experience required
  • Prior supervisory experience required
  • Proficiency in MS Office Suite (Word, Excel, Outlook)
  • Excellent attention to detail and ability to work efficiently in a fast-paced environment
  • Strong communication skills, both written and verbal
  • Superior organizational skills and the ability to complete projects on time and accurately
  • Ability to work independently as well as collaboratively in a team environment
Desirable Qualities:
  • Customer Service Excellence: Provide helpful, courteous, and responsive support to staff, clients, and others at all times.
  • Strong Interpersonal Skills: Able to interact professionally with all levels of staff and clients.
  • Accuracy: Strong attention to detail when performing data entry and financial tasks.
Compensation & Benefits:
  • Hourly Pay: $30/hr - $35/hr (DOE)
  • Benefits: Comprehensive benefits package available
  • Growth Opportunities: Potential for advancement within the company
If you are an organized, detail-oriented individual with a passion for customer service, strong communication skills, and the ability to manage complex schedules and tasks, we encourage you to apply!

Pay Details: $30.00 to $35.00 per hour

Search managed by: Laarnie Thompson

Equal Opportunity Employer/Veterans/Disabled

To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.lhh.com/us/en/candidate-privacy

The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:
  • The California Fair Chance Act
  • Los Angeles City Fair Chance Ordinance
  • Los Angeles County Fair Chance Ordinance for Employers
  • San Francisco Fair Chance Ordinance