Office Manager

AES Indiana; Indianapolis (IN); On-site; USD 55,000 - 75,000; Full time

Job summary

AES Indiana is seeking an experienced Office Manager to ensure the smooth day-to-day operation of our Indianapolis office, maintaining a professional, productive, and welcoming environment for staff, visitors, and partners.

You will own office processes, support vendor coordination, and lead workplace engagement activities while building strong relationships across the organization. The right candidate is highly organized, service-oriented, and capable of managing multiple priorities.

Qualifications

• Five years or more of professional experience in office management or senior administrative roles.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Advanced proficiency in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams).

Responsibilities

• Serve as the primary point of contact for office operations, including parking, mail services, shipping, office supplies, and cleaning services.
• Oversee office and workstation assignments, ensuring workplace guidelines and standards are consistently maintained.
• Maintain office operating procedures, documentation, and records to support efficient workplace operations.
• Monitor day-to-day office activities and identify opportunities for continuous improvement.
• Track, coordinate, and follow up on office requests to ensure timely resolution and escalation when necessary.
• Assess and prioritize competing workplace requests based on operational needs and business impact.
• Maintain inventory levels for office supplies and coordinate replenishment as needed.
• Coordinate workplace logistics and support office-related projects and initiatives.
• Assist with office readiness and workspace preparation for new hires and employee moves.
• Manage relationships with vendors and service providers, ensuring quality service delivery and adherence to expectations.
• Coordinate invoicing, payment processing, and administrative activities for vendor services.
• Maintain vendor information, service records, and key contacts.
• Monitor vendor performance and resolve service-related issues.
• Plan and coordinate location-specific events, employee activities, and workplace celebrations.
• Partner with internal teams and employee resource groups to support engagement initiatives and workplace programs.
• Communicate office updates, procedures, and operational information to employees as needed.
• Serve as a resource for employees regarding workplace services and office processes.

Skills

Office management

Workplace operations

Senior administrative support

Customer service

Time management

Communication

Education

Bachelor's degree or equivalent combination of education and professional experience

Tools

Microsoft 365

Job description

Are you ready to be part of a company that's not just talking about the future, but actively shaping it? Join The AES Corporation, the largest US-based global power company with a team of 8,300 employees across 12 countries.

AES has been ranked #1 by BloombergNEF in renewable energy sales to corporations in the US and Americas for five consecutive years, providing electricity for millions of people worldwide.

We are proud to foster a strong workplace culture, earning prominent positions in Great Place to Work rankings across the markets where we operate. AES was also named one of the World’s Most Ethical Companies for the 13th consecutive year in 2026, highlighting our dedication to integrity, transparency, and responsible business practices.

Our spirit of innovation continues to earn industry recognition. AES is the only seven‑time winner of the Edison Electric Institute’s Edison Awards in the twenty‑first century, a distinction honoring global leadership in advancing the electric power industry.

If you're ready to be part of a company that's not just adapting to change, but driving it, AES is the place for you. We're not just building a more sustainable future, we're powering it.

Office Manager

Position Summary

The Office Manager is responsible for the efficient day‑to‑day operation of the office, ensuring a professional, productive, safe, and welcoming environment for employees, visitors, customers, and business partners. This role serves as a key resource for workplace operations, office administration, vendor coordination, employee support, and workplace engagement activities.

The successful candidate is a highly organized, service‑oriented professional who demonstrates initiative, sound judgment, and the ability to manage multiple priorities while building strong relationships across the organization.

The Office Manager takes ownership of office processes, promotes operational efficiency, and contributes to a positive workplace experience.

Key Responsibilities

Office Operations

• Serve as the primary point of contact for office operations, including parking, mail services, shipping, office supplies, and cleaning services.
• Oversee office and workstation assignments, ensuring workplace guidelines and standards are consistently maintained.
• Maintain office operating procedures, documentation, and records to support efficient workplace operations.
• Monitor day-to-day office activities and identify opportunities for continuous improvement.
• Track, coordinate, and follow up on office requests to ensure timely resolution and appropriate escalation when necessary.
• Assess and prioritize competing workplace requests based on operational needs and business impact.

Workplace Coordination

• Ensure office amenities are available, functional, organized, and maintained in accordance with workplace standards.
• Maintain inventory levels for office supplies and coordinate replenishment as needed.
• Coordinate workplace logistics and support office-related projects and initiatives.
• Assist with office readiness and workspace preparation for new hires and employee moves.

Vendor and Administrative Management

• Manage relationships with vendors and service providers, ensuring quality service delivery and adherence to established expectations.
• Coordinate invoicing, payment processing, and administrative activities associated with vendor services.
• Maintain vendor information, service records, and key contacts.
• Monitor vendor performance and follow through on service-related issues to resolution.

Employee Experience and Engagement

• Plan and coordinate location-specific events, employee activities, and workplace celebrations.
• Partner with internal teams and employee resource groups to support engagement initiatives and workplace programs.
• Communicate office updates, procedures, and operational information to employees as needed.
• Serve as a resource for employees regarding workplace services, amenities, and office-related processes.

Visitor and Team Support

• Provide support for visitors and reception activities as needed.
• Collaborate with administrative professionals and business partners to support operational needs and ensure office effectiveness.
• Coordinate building orientation activities and workplace onboarding support for new hires.
• Maintain a safe, secure, clean, and welcoming office environment.

Required Qualifications

• Minimum of five (5) years of professional experience in office management, workplace operations, or a senior administrative support role.
• Demonstrated ability to work independently, exercise sound judgment, and take ownership of responsibilities with minimal supervision.
• Strong organizational and time‑management skills with the ability to manage multiple priorities and meet deadlines.
• Exceptional customer service and relationship‑building skills with the ability to interact professionally at all levels of the organization.
• Ability to remain composed, adaptable, and solution‑oriented in a dynamic work environment.
• Strong attention to detail and commitment to delivering high‑quality work.
• Advanced proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated alignment with AES values: Safety First, Highest Standards, and All Together.

Preferred Qualifications

• Bachelor's degree or equivalent combination of education and professional experience.
• Experience supporting office operations within a corporate environment.
• Experience coordinating workplace events, employee engagement activities, or office programs.

Work Environment

• Primarily office‑based position with occasional site visits.
• Regular interaction with employees, customers, vendors, visitors, and external stakeholders.
• Fast‑paced environment requiring adaptability, initiative, strong organizational skills, and sound problem‑solving abilities.

AES is an Equal Opportunity Employer who is committed to building strength and delivering long‑term sustainability through diversity and inclusion. Respecting all backgrounds, differences and perspectives enables us to improve the lives of our people, customers, suppliers, contractors, and the communities in which we live and work. All qualified applicants will receive consideration for employment without regard to sex, sexual orientation, gender, gender identity and/or expression, race, national origin, ethnicity, age, religion, marital status, physical or mental disability, pregnancy, childbirth, or related medical condition, military or veteran status, or any other characteristic protected under applicable law. E-Verify Notice: AES will provide the Social Security Administration (SSA) and if necessary, the Department of Homeland Security (DHS) with information from each new employee's I‑9 to confirm work authorization.