Construction Office & Projects Operations Lead

Aieres Group; Burlington (MA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

Paid holidays

Professional development

Collaborative team environment

Job summary

Aieres Group is seeking a highly organized Office Manager to act as the operational backbone of our corporate office in a fast-paced construction setting. You will support the executive team, project management, and finance, coordinating calendars, interviews, and document workflows.

The role requires Notary Public certification in Massachusetts (or willingness to obtain) and strong communication, organizational, and discretion skills to manage sensitive financial and HR documents with vendors

Qualifications

• 3+ years of experience in office management, administration, or project coordination in construction/real estate development.
• Active Notary Public certification in Massachusetts (or willingness to obtain).
• Proficiency with Microsoft Office Suite; experience with Smartsheet, Procore, Sage or similar CM platforms is a plus.
• Strong organizational skills with ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication; professional interfacing with GCs, owners, vendors, and staff.
• Experience with document control and records management in a professional setting.
• Familiarity with construction submittal processes, samples, or trade contractor operations is highly desirable.
• Discretion and sound judgment with sensitive financial, legal, and HR documents.

Responsibilities

• Coordinate scheduling for meetings, appointments, and conference calls across executive and senior management.
• Arrange executive-level interviews with the Executive Assistant, including communications and logistics.
• Provide notary stamp services on financial documents and contracts.
• Perform printing, scanning, copying, and document preparation for staff.
• Manage office operations including supply ordering, vendor coordination, and a professional work environment.
• Source and procure material submittal samples for project management and estimating teams.
• Coordinate sample approvals with GC contacts and maintain sample libraries.
• Log and track all submittals to meet project deadlines.
• Maintain corporate and project-level contract, insurance, and compliance documents with version control.
• Support accounts payable/receivable with subcontractor payments and client invoices.
• Coordinate insurance certificates, COIs, endorsements, and renewals with brokers and legal.

Skills

Organizational skills

Communication skills

Discretion

Notary Public

Microsoft Office

Smartsheet

Procore

Sage

Tools

Microsoft Office Suite

Smartsheet

Procore

Sage

Job description

Aieres Group is seeking a highly organized Office Manager to act as the operational backbone of our corporate office in a fast-paced construction setting. You will support the executive team, project management, and finance, coordinating calendars, interviews, and document workflows.

The role requires Notary Public certification in Massachusetts (or willingness to obtain) and strong communication, organizational, and discretion skills to manage sensitive financial and HR documents with vendors