What are the responsibilities and job description for the Office Manager position at Stallion Systems?
About Stallion Systems
We are a veteran-owned, family-oriented electrical contracting company serving communities across Washington and Idaho. With over 50 years of combined experience, Stallion Systems is more than just a team of electricians—we are dedicated partners in powering residential, commercial, and industrial projects with precision and pride.
We run lean, move fast, and prize the "Stallion standard" of workmanship, accuracy, and meticulous follow-through. From large-scale industrial installations to critical fire alarm and security systems, we handle every job with the discipline and integrity our customers have come to trust.
We are currently looking for an Office Manager who is a master administrator—someone who can embody our commitment to excellence by owning the office, ensuring our field teams stay on schedule, and bringing professional discipline to our finances and operational processes.
Core Responsibilities
· Office Operations: Keep the office running smoothly— organize records (digital/physical), contract and document control, supply management, and vendor coordination.
· Scheduling & Dispatch: Build and manage calendars for field teams; coordinate client appointments and site visits; communicate changes quickly; track deadlines and milestones to keep jobs on time.
· Financial Administration: Oversee invoicing, AP/AR, collections, and vendor payments; run monthly/quarterly reports; support budgeting, job-cost tracking, and cash‑flow hygiene.
· Payroll & Compliance: Process payroll accurately and on time; support tax and labor compliance; coordinate with external accountants for filings and year-end.
· Procurement & Inventory: Order and track parts and materials; support office and field equipment readiness; manage inventory counts and reorder points.
· Communication Hub: Serve as the first point of contact for customers, vendors, and the field; draft proposals, basic reports, and presentations.
· Process Improvement: Build SOPs, tighten handoffs, and use metrics to improve utilization, cycle time, WIP visibility, and collection speed.
Must‑Have Qualifications (Deal‑Breakers)
· 3-5 years managing office administration and scheduling/dispatch
· Hands‑on bookkeeping (invoicing, AP/AR, vendor management) and payroll ownership; comfort working with an external CPA for month/quarter/year‑end.
· Software: Advanced Excel (lookups/pivots), QuickBooks (or similar), and Microsoft 365; strong grasp of job calendars/dispatch tools
· Process Builder: Demonstrated success creating SOPs/checklists to reduce errors, accelerate billing, and improve on‑time completion.
· Work Setting: On‑site daily; valid driver’s license; ability to handle light lifting (up to ~50 lbs) when staging parts/equipment.
Nice to Have
· General contracting experience (estimating admin, change order tracking, sub/vendor coordination, permitting workflows).
· Familiarity with field service/construction job‑costing and reporting.
· Experience organizing parts rooms and implementing inventory controls (min/max, reorder).
Compensation & Benefits
· Base salary: $24-$28 per hour (DOE)
· Benefits: paid holidays, 2 weeks of accrued vacation, Washington State PFML, and a monthly medical insurance stipend.
Pay: $24.00 - $28.00 per hour
Benefits:
- Paid time off
Work Location: In person
Salary : $24 - $28