Office Manager Full Time

Office Manager Full Time Aieres Group - 3.0 Burlington, MA Job Details Full-time $65,000 - $75,000 a year 4 hours ago Benefits Paid holidays Paid time off Vision insurance Qualifications Customer communication Full Job Description About Us Aieres Finishes and Aieres Millwork are commercial construction subcontracting companies specializing in painting, finish carpentry, and cabinetry for multifamily residential and mixed-use projects across New England. Our portfolio spans 100-500 unit apartment and condominium communities, and we are committed to delivering high-quality craftsmanship and seamless project execution for our general contractor and developer partners. Position Summary We are seeking a highly organized, proactive Office Manager to serve as the operational backbone of our corporate office. This role is the connective tissue between our executive team, project management staff, finance team, & external partners. The ideal candidate is detail-oriented, discreet, and thrives in a fast-paced construction environment where priorities shift and follow-through is non-negotiable. Key Responsibilities Administrative & Executive Support Manage and coordinate scheduling for meetings, appointments, and conference calls across executive and senior management staff Coordinate interviews for executive-level hiring in collaboration with the Executive Assistant, including scheduling, candidate communications, and logistics Provide notary stamp services on financial documents, contracts, and other materials requiring notarization Perform printing, scanning, copying, and document preparation for staff as needed Manage general office operations including supply ordering, vendor coordination, and maintaining a professional work environment Submittal Sample Procurement & Coordination Source, order, and procure material submittal samples on behalf of project management and estimating teams Manage the full sample facilitation process including paint draw-downs, wall coverings, trims, mouldings, flooring samples, and other finish materials required for project submittals Coordinate sample approvals with GC contacts, track submission status, and maintain organized sample libraries Work with suppliers, manufacturers, and reps to ensure timely delivery of samples and submittal documentation Log and track all active submittals to ensure project deadlines are met Document Control - Corporate & Project-Level Maintain and manage corporate document control systems, including contracts, executed agreements, insurance certificates, and compliance records Organize and maintain project-specific documentation including subcontracts, change orders, RFIs, submittals, and correspondence in structured filing systems Ensure document version control is enforced and that the most current documents are accessible to the appropriate team members Develop and maintain naming conventions, folder structures, and archiving protocols across digital and physical filing systems Support project managers in retrieving, organizing, and distributing project documentation as needed Accounts Payable & Accounts Receivable Support Assist the finance team with subcontractor payment processing based on approved payment authorizations, including cutting checks, coordinating check pickup or delivery, managing mailing logistics, and facilitating ACH payment setups Maintain organized records of outgoing payments, remittance documentation, and payment confirmations in coordination with the CFO and accounting staff Support accounts receivable by coordinating check pickup from clients and general contractors on behalf of the finance team Assist with client outreach as directed by the finance team to follow up on outstanding invoices, payment status, and remittance information Receive, log, and file incoming payment receipts, remittance advices, and related financial correspondence in both digital and physical filing systems Serve as a liaison between the finance team and external parties (clients, GCs, subcontractors) for routine payment coordination and communication Insurance & Compliance Coordination Facilitate incoming and outgoing insurance requests, including certificates of insurance (COIs), additional insured endorsements, and waivers Coordinate with the company's insurance broker and legal contacts to fulfill GC and owner insurance requirements on active projects Track insurance certificate expirations and renewals for both company policies and subcontractor compliance Maintain an organized insurance log and ensure timely responses to insurance requests from project stakeholders Qualifications 3+ years of experience in an office management, administrative, or project coordination role, preferably in construction, real estate development, or a related field Active Notary Public certification in the Commonwealth of Massachusetts (or willingness to obtain upon hire) Proficiency with Microsoft Office Suite (Word, Excel, Outlook); experience with Smartsheet, Procore, Sage, or similar construction management platforms a plus Strong organizational skills with the ability to manage multiple priorities and competing deadlines simultaneously Excellent written and verbal communication skills; able to interface professionally with GCs, owners, vendors, and internal staff Demonstrated experience with document control and records management in a professional setting Familiarity with construction submittal processes, material samples, or trade contractor operations is highly desirable Discretion and sound judgment when handling sensitive financial, legal, and HR-related documents Compensation & Benefits Competitive salary commensurate with experience Health, dental, and vision insurance Paid time off and company holidays Professional development support Collaborative, growth-oriented team environment