Office Manager

Position Summary

The Office Manager is responsible for the day-to-day administrative operations of the ConFire office, ensuring efficient office workflows, exceptional customer service, accurate recordkeeping, and coordination across departments. This position serves as a central resource for employees, vendors, visitors, and operational leaders while supporting human resources, payroll, purchasing, compliance, and general business operations. The Office Manager plays a key role in maintaining a professional, organized, and service-oriented work environment aligned with ConFire's mission, values, and operational objectives.

Reports To

EMS Operations Director (or designated executive leader)

FLSA Status

Exempt

Salary Grade

To be determined based on market and internal equity

Essential Duties and Responsibilities

• Office Administration
• Manage daily office operations and administrative functions.
• Maintain office supplies, equipment, and vendor relationships.
• Coordinate office maintenance requests and facility needs.
• Ensure common areas remain organized, professional, and functional.
• Serve as primary point of contact for visitors, vendors, and deliveries.
• Manage incoming and outgoing mail and package distribution.
• Administrative Support
• Provide administrative support to executive leadership and department managers.
• Schedule meetings, prepare agendas, and coordinate conference room usage.
• Assist with preparation of reports, presentations, correspondence, and operational documents.
• Maintain organizational charts, department contact lists, and administrative records.
• Coordinate travel arrangements and expense submissions as needed.
• Human Resources Support
• Assist with new hire onboarding logistics and orientation scheduling.
• Coordinate employee paperwork and ensure timely submission to HR.
• Maintain personnel and compliance files in accordance with company policy.
• Support employee engagement activities and office communications.
• Assist leadership with scheduling interviews and candidate visits.
• Payroll and Financial Support
• Support payroll processing by coordinating timekeeping documentation and employee records.
• Review administrative reports for completeness and accuracy.
• Process invoices, purchase requests, and office-related expenditures.
• Assist with budget tracking and administrative expense management.
• Purchasing and Inventory
• Coordinate office and operational supply ordering.
• Maintain inventory records and ensure adequate stock levels.
• Work with vendors to obtain pricing and ensure timely delivery of goods and services.
• Monitor purchasing compliance with company policies.
• Compliance and Record Management
• Maintain business licenses, permits, and administrative records as assigned.
• Ensure documentation is organized and retained according to company standards.
• Assist with audit preparation and compliance reporting.
• Support training documentation and employee record maintenance.
• Communication and Customer Service
• Provide professional customer service to employees, patients, vendors, customers, and community partners.
• Respond to inquiries and route requests appropriately.
• Promote effective communication between departments and leadership teams.
• Maintain confidentiality regarding employee, patient, and company information

Additional Responsibilities

• Participate in special projects and operational initiatives.
• Support acquisition integration activities as assigned.
• Perform other duties as assigned by leadership.

Qualifications

Education

Required:

High School Diploma or GED.

Preferred:

Associate's Degree in Business Administration, Healthcare Administration, Human Resources, or related field.

Experience

Required:

Minimum three (3) years of progressively responsible administrative or office management experience.

Preferred:

Experience in EMS, healthcare, public safety, transportation, or multi-site operations.

Experience supporting payroll, HR, purchasing, or compliance functions.

Knowledge, Skills, and Abilities

Strong organizational and time management skills.

Excellent verbal and written communication abilities.

Ability to manage multiple priorities in a fast-paced environment.

Strong attention to detail and accuracy.

Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Ability to maintain confidentiality and exercise sound judgment.

Strong customer service and interpersonal skills.

Ability to work independently while supporting a team-oriented environment.

Experience with HRIS, payroll, and purchasing systems preferred.

Core Competencies

Consistent with Priority Ambulance Family of Companies' SAFE Values:

Service

Demonstrates a commitment to serving employees, patients, customers, and communities with professionalism and responsiveness.

Accountability

Takes ownership of responsibilities, follows through on commitments, and maintains high standards of accuracy and integrity.

Focus

Prioritizes organizational objectives and effectively manages competing demands.

Excellence

Strives for continuous improvement and operational excellence in all aspects of the role.

Physical Requirements

• Frequently sits, stands, walks, and uses a computer workstation.
• Occasionally lifts and carries items up to 25 pounds.
• Ability to operate standard office equipment.
• Ability to move throughout office and operational facilities.

Work Environment

• Professional office environment with frequent interaction among operational, administrative, and field personnel.
• May occasionally visit operational facilities, stations, or company locations.
• Standard business hours with occasional extended hours based on operational needs.