Office Manager in Bozeman, Montana at Wildfire Defense Systems, Inc.

About Wildfire Defense Systems, Inc.

Wildfire Defense Systems (WDS) is the North American leader in insurer wildfire services, combining professional wildfire consulting and loss intervention services with Qualified Insurance Resources (QIR). Founded in 2001 to fulfill initial-attack assignments for the US Forest Service, the company added professional services support in 2005 and launched wildfire loss-intervention programs for insurers in 2008.

WDS Wildfire Loss Intervention Service (WDS Service) applies a comprehensive approach to reducing risk in catastrophic exposure on an industry scale, decreasing the average annual loss (AAL) for our insurer clients, and providing peace of mind to their policy holders during wildfire events. WDS provides these industry-leading services to insurer clients and their policy holders across a 22-state service area.

Position Summary

The Office Manager serves as the first point of contact for Wildfire Defense Systems (WDS), setting the tone for every visitor and caller. This role provides comprehensive administrative and operational support, ensuring smooth day-to-day office functions. Responsibilities include scheduling, filing, contract maintenance, phone management, data entry, meeting coordination, supply procurement, event planning, and assisting with special projects as needed within the Administrative Services Department.

The Office Manager oversees confidential information, manages non-routine correspondence, and interacts with internal and external stakeholders at all organizational levels. Independent judgment and strong organizational skills are essential for prioritizing tasks and recommending process improvements.

Key Responsibilities

Administrative & Operational Support

• Schedule and organize meetings, travel, conferences, and departmental activities.
• Maintain and retrieve files and records as needed.
• Oversee printer leases and conduct annual contract reviews.
• Manage incoming and outgoing mail, including shipping and postage for front desk parcels.
• Answer phones promptly during business hours, ensuring live coverage and professional handling of inquiries.
• Order and maintain office and cleaning supplies, review vendors annually for cost efficiency.
• Schedule/Monitor weekly kitchen maintenance by department.
• Monitor all WDS printers and call for services when appropriate.

Event Coordination

• Plan and coordinate company events, working lunches, and celebrations in alignment with WDS Visitor & Event Guidelines.

Reception & Visitor Management

• Maintain a professional presence in the reception area during business hours.
• Greet and direct visitors, notify staff of arrivals, and enforce security protocols.
• Issue visitor badges, maintain logbooks, and ensure compliance with safety procedures.
• Keep reception area clean and organized.
• Enforce security and emergency response protocols to ensure safety.
• Communicate company security procedures to visitors and ensure they are accompanied by a WDS employee when required.
• Maintain accurate employee and department directories for efficient visitor guidance.

Special Projects

• Work independently or collaboratively on nonrecurring and ongoing projects.

Ember Peak Capital (50% Allocation)

• Managing the calendars of the CEO and Managing Director
• Scheduling meetings with internal and external stakeholders and partners
• Task management and tracking via Microsoft Office 365 suite
• Organizing and coordinating EPC annual investor meeting
• Project management of EPC workflows
• Other administrative assistance duties as assigned

Job Requirements Required Qualifications

• Executive Assistant: 3 years (Required)
• Office Management: 3 years (Required)

• Must be tech savvy and proficient in MS Office applications, particularly PowerPoint and Excel
• Strong verbal and written communication skills; good phone demeanor
• Professionalism and ability to maintain confidentiality.
• Takes pride in work that requires both quick turnaround and quality output.
• Comfortable switching between independent work and collaborative team efforts
• Positive, energetic attitude; proactive, able to follow directions and have a good relationship with others.
• Dependable, capable, and ambitious; able to manage multi-tasking.
• Well organized; keeps information accessible; manages time well.

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift 20-lbs.

Working Hours

This is a full-time, Fair Labor Standards Act (FLSA) exempt position. It is expected the employee will work on a schedule that is commensurate with the demands of the position. Work hours may at times be characterized as “irregular.”

• Full-time schedule will be 40 hours per week, 0800-1700 hours, Monday through Friday. Hours worked per week may increase or decrease based on business needs, goals, program/project activity, and the need to manage monthly, quarterly, and annual work objectives.
• This Position is based in Bozeman, MT. This is not a remote position and will require the individual to work out of the International Coordination Center in Bozeman, MT.

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts WDS rights to assign or reassign duties and responsibilities to this job at any time.

Wildfire Defense Systems, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.