McMillan Security Systems, Inc. is looking for an Office Manager/Service Coordinator to oversee the daily operations of the office, ensuring that administrative activities run smoothly and efficiently. This role requires a high level of organization, excellent communication skills, and the ability to manage multiple tasks simultaneously. The Office Manager will support office staff, manage office resources, and ensure a productive and positive work environment.

This is a full-time Monday through Friday, exempt/salary position with a pay range between $70k - $80k. Previous experience and qualifications will be a factor in determining the successful candidates starting compensation.

The position requires the employee to work from the San Francisco, CA office 3 days per week and ability to work from home 2 days per week.

In addition to our excellent work environment and compensation, the company offers other competitive benefits.

Requirements:

To be considered for this position, at a minimum, the potential candidate must be able to demonstrate:

• Extensive knowledge of office management procedures.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with Microsoft Office Suite or related software.

ESSENTIAL FUNCTIONS:

Daily Duties

• Oversee and coordinate day-to-day office operations.
• Review Emails and ensure they are responded to timely.
• Schedule and run the “Manpower Meeting”.
• Schedule service and confirm with customers.
• Manage Service, order parts, and schedule repairs when necessary.
• Create service ticket numbers for tech’s timecards.
• Send out schedule daily at end of the day.
• Check general shared mailboxes.
• Send requests for new projects to project management for follow-up.
• Review Collections and Past Due accounts.
• Receive and mark deliveries for projects (Warehouse).

Weekly

• Collect timecards and review for accuracy.
• Run service ticket reports.
• Manage On-Call Schedule.
• Review any newly activated Recurring Monthly Revenue accounts.
• Coordinate and Set-up food for Lunch & Learns when scheduled.
• Assist accounting with any payroll questions during time entry.

Monthly

• Send utilities information to property manager.
• Submit printer usage to vendor.

Quarterly

• Request offline panel reports.
• Send out quarterly billing.

Yearly

• Submit Annual OSHA 300 forms.
• Post Workplace Regulatory Posters. 
• Renew Parking Permits for Field Trucks.
• Review COI’s.
• Manage vendor compliance programs.
• Manage and distribute Auto Insurance.
• Manage Vehicle Registrations.
• Recurring Monthly Revenue Billing. 

As Needed

• Order tech consumables.
• Collect and Ship Material Return/Repairs Authorizations.
• Set up mobile phones.
• Manage Hotspots
• Manage Wearables - T-shirts/Sweatshirts/Zip-up’s, etc.
• Manage office supplies inventory and place orders as needed.
• Arrange truck service, smog for registration, windshield repairs, etc.
• Send out Toll Invoice/Evasion Notices received in mail.
• Clients will request budget numbers for the following year – provide based on system build escalation for potential price increases.
• Manage and Track Project Bookings
• Manage completed subcontract agreements
• File Prelim Notices
• Arrange and Coordinate Tech Trainings.
• Schedule Crew Meetings and send out reminders/invites as necessary.
• Assist with New Driver/Vehicle Assignments.
• Manager New Employee Onboarding.
• New Hire Paperwork
• Collect Employment Identification and Union Dispatch Slip
• Create new email address assign permissions and access as needed
• Laptop/Computer Setups and MFA set-up for Email login
• Update Tech’s and Staff Contact List

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to sit for prolonged periods of time working at a computer. The employee is regularly required to talk, hear, stand, walk, use hands and fingers, reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 15 pounds.

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, creed, age, sex, gender, sexual orientation, gender identity, gender expression, marital status, genetic information, disability status, protected military or veteran status or any other characteristic protected by law.