Office Manager

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.

Job Summary:  The Office Manager will provide strong, reliable support for operations by creating procedures and communicating them to the team.  This person will also help us achieve organizational efficiency by nurturing a positive, inclusive work environment.  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.
• Design and implement office policies by establishing standards and procedures, measuring outcomes against standards and improving operational process flow.
• Ensure office efficiency by maintaining common areas, handling correspondence, managing file systems, and overseeing supplies and equipment.
• Provide direct administrative support as needed, including scheduling appointments, meetings and events; maintaining file systems;  mailing and shipping packages; and updating contacts database and employee lists. 
• Manage internal and external resources and cultivate relationships with vendors.
• Monitor accounts receivable and follow up on outstanding payments.
• Coordinate with the finance team to ensure accurate financial records and reporting.
• Manage the internal purchase requisition process, including creating, tracking, and reconciling purchase requisitions submitted to the Shared Business Services Group.
• 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.
• Maintain accurate records of job completion, tracking progress, and documenting relevant details.
• Other duties as assigned.

What We Are Looking For:

• Bachelor's degree in Business Administration or equivalent work experience in a related field is highly desired. An associate degree in business or supply chain is desirable.  
• Must have 5 years of experience in office management or a similar administrative role.
• Leadership experience is desired.
• 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.