Office Manager

Aqua Solutions, Inc.; Middleborough (MA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Health insurance

401(k)

Dental insurance

Life insurance

Paid time off

Vision insurance

Job summary

Aqua Solutions is seeking an Office Manager to lead day-to-day operations at its Middleborough, MA location. This role acts as the systems backbone, ensuring accurate data in ERP/CRM, coordinating parts quotes, and maintaining records with strong vendor relations.

The position requires 5+ years in office administration, proficiency with Microsoft 365 and ERP/CRM platforms, and a proactive, detail-minded approach to improving administrative workflows across the organization.

Qualifications

• Associate degree or higher in business administration or related field preferred.
• 5+ years of proven office management or senior administrative experience.
• Ability to coordinate with vendors, suppliers, and manufacturer partners.
• Experience in construction, manufacturing, distribution, or water/wastewater industry preferred.
• Comfort learning proprietary software and ERP/CRM platforms.

Responsibilities

• Direct and oversee daily office operations at Aqua Solutions’ Middleborough, MA location using ERP/CRM tools.
• Serve as central administrative contact for leadership, staff, customers, vendors, and manufacturers.
• Coordinate aftermarket parts quotes, price requests, and order tracking in CRM/ERP.
• Prepare, review, and process quotes, POs, and invoices with accuracy and timeliness.
• Maintain audit-ready records and ensure compliance across systems and workflows.
• Manage vendor relationships and support cross-functional project execution.
• Identify process improvements and drive system enhancements across admin workflows.

Skills

Office management

Vendor coordination

Data integrity

Communication

Education

Associate degree or higher in Business Administration or related field

Tools

Microsoft 365

ERP/CRM systems

Manufacturer portals

Job description

Position Summary

Aqua Solutions is a New England representative for leading manufacturers of water and wastewater treatment equipment, serving municipal customers across the region for decades. The company specializes in providing high-quality equipment and customized solutions for the transportation, treatment, and management of water and wastewater systems, including pumps, controls, and process equipment. Projects supported by Aqua Solutions involve collaboration with multiple stakeholders— contractors, consulting engineers, municipalities, private operators, and manufacturing partners—and require a strong technical and consultative approach.

Aqua Solutions partners with consulting engineers, public works departments, water authorities, wastewater treatment facilities, and mechanical contractors to deliver engineered equipment solutions across the full project lifecycle—from specification and bidding through submittal, delivery, and startup. With deep technical expertise, strong manufacturer relationships, and a consultative sales approach, Aqua Solutions ensures reliable performance for critical public-sector water and wastewater infrastructure.

The Office Manager is responsible for independently managing and coordinating the administrative, operational, and business‑systems functions of Aqua Solutions. This role owns day‑to‑day office operations and serves as the local systems and data steward, exercising sound judgment across the full scope of administrative work while leveraging the company’s core business platforms—ERP/ERM, CRM, and related business‑operations tools—to ensure accuracy, efficiency, data integrity, and compliance in everything that flows through the back office. The Office Manager also serves as a central point of contact with multiple equipment manufacturers for aftermarket parts requests; preparing and submitting quotes through manufacturer‑specific proprietary systems and portals, maintaining clean records in the CRM and ERP, developing a working knowledge of rotating equipment (including pumps, blowers, and grinders), and helping customers identify and request appropriate parts. Acting as a key resource for leadership and staff, the Office Manager streamlines and digitizes workflows, maintains financial and project data across integrated systems, manages vendor relationships, and supports both day‑to‑day operations and strategic technology initiatives. The ideal candidate is organized, detail‑oriented, technology‑forward, and self‑directed; comfortable exercising independent judgment across a wide range of administrative, systems, and customer‑facing responsibilities; quick to learn new software, portals, and technical content; fluent in modern productivity and business‑operations tools; and capable of serving as the reliable operational and systems backbone of a small office environment. They operate with integrity, communicate proactively with internal teams, customers, and manufacturer partners, and take full ownership of the quality, consistency, and data accuracy of the company’s administrative, systems, and parts‑support operations.

Key Duties and Essential Functions

Office Operations and Administrative Leadership

• Direct and oversee daily office operations at Aqua Solutions’ Middleborough, MA location, using the company’s ERP/ERM, CRM, and business‑operations systems as the primary tools for coordinating work and ensuring efficiency, accuracy, data integrity, and compliance with company standards.
• Serve as the central administrative point of contact for leadership, staff, customers, vendors, and manufacturer partners; triage incoming requests and route them to the right owner with clear context, capturing activity in the CRM and business‑operations systems so nothing falls through the cracks.
• Exercise independent judgment in prioritizing responsibilities, resolving day‑to‑day issues, and keeping the office running smoothly without close supervision.
• Maintain a professional, organized, and welcoming office environment; manage office resources, supplies, and general administrative functions.

Aftermarket Parts Coordination and Manufacturer Systems

• Serve as the primary internal coordinator for aftermarket parts requests; work directly with multiple equipment manufacturers to prepare quotes and submit pricing requests on behalf of customers, logging and tracking each request through the CRM and ERP for full visibility.
• Learn, maintain proficiency in, and effectively navigate each manufacturer’s proprietary software and portals used to obtain parts pricing, check availability, and manage quote activity, ensuring that resulting quotes and orders are accurately reflected in the ERP and CRM.
• Develop and maintain a general working knowledge of rotating equipment (including pumps, blowers, grinders, and similar equipment) sufficient to help customers identify the right parts and ask the right questions.
• Track open parts quotes and requests through to completion, following up with manufacturers and customers as needed to keep every request moving toward resolution.

Quotes, Orders, and Transaction Processing

• Prepare, review, and process job quotes, purchase orders, and customer invoices accurately and on time, with close attention to pricing, terms, and technical detail.
• Partner with Sales, Project Management, and Operations to ensure transactional activity reflects agreed‑upon scope, customer commitments, and internal approvals.
• Identify and resolve discrepancies in quotes, orders, and invoices promptly; elevate unresolved issues to leadership with the full context needed to make a decision.
• Maintain clean, complete backup documentation for every transaction to support financial reporting, audits, and customer inquiries.

Records, Documentation, and Compliance

• Maintain organized, accurate, and audit‑ready records across financial, project, customer, vendor, and administrative data, primarily within the ERP/ERM, CRM, and cloud document‑management systems, supplemented by physical files where required.
• Support project documentation workflows by ensuring proposals, submittals, purchase orders, change orders, and related materials are filed, accessible, and properly versioned.
• Apply consistent data‑entry, file‑naming, folder‑structure, and retention practices across systems so that information is clean, well‑structured, and can be found quickly by anyone who needs it.
• Support compliance with internal procedures, manufacturer partner requirements, and applicable regulations affecting office and administrative operations.

Vendor Management and Cross‑Functional Support

• Manage relationships with office vendors, service providers, and suppliers, including negotiating routine terms, monitoring service levels, and escalating performance concerns.
• Collaborate with management, Sales, Project Management, and field teams to ensure seamless execution of projects and customer requirements, removing administrative friction wherever possible.
• Provide reliable, professional support to leadership on scheduling, communications, meeting preparation, travel coordination, and other general administrative needs.
• Represent Aqua Solutions professionally to every customer, vendor, and manufacturer partner contact; the Office Manager is often the first and most frequent voice of the company on the phone and in email.

Process Improvement and Strategic Initiative Support

• Identify, recommend, and implement process improvements and system enhancements—including automation, integrations, and better use of ERP/ERM, CRM, and business‑operations tools that enhance productivity, accuracy, data quality, and cost‑effectiveness across administrative workflows.
• Document standard office procedures and best practices so that work is transferable, consistent, and easy to cover during absences or transitions.
• Provide oversight and coordination for special projects assigned by leadership, tracking tasks, owners, and deadlines through to completion.
• Assist leadership with strategic planning and operational initiatives by providing the data, documentation, coordination, and follow‑through needed for execution.

Required Qualifications

Education

• Associate degree or higher in Business Administration, Office Management, or a related field preferred.
• Equivalent combination of education and relevant office management or administrative experience will be considered.

Experience

• 5+ years of proven experience in office management, administration, or a similar senior administrative role.
• Demonstrated ability to independently manage a full administrative function and make sound decisions with limited supervision.
• Experience coordinating with outside vendors, suppliers, or manufacturer partners on pricing, orders, or service requests preferred.
• Experience in the construction, manufacturing, distribution, rep‑firm, or water/wastewater industries strongly preferred.
• Comfort learning new proprietary software systems, accounting software, portals, ERP/CRM modules, or manufacturer tools quickly and independently, and helping others adopt them.

Technical Skills

• Proficient in Microsoft 365 (Word, Excel, Outlook, PowerPoint, Teams, SharePoint/OneDrive) at an intermediate level or higher, including comfort with formulas, data organization, collaboration, and cloud‑based document management; exposure to Copilot or other AI‑assisted productivity tools a plus.
• Aptitude for learning and effectively using multiple manufacturer‑specific proprietary software platforms and portals for parts pricing, quotes, and order management.
• Hands‑on familiarity with ERP/ERM and accounting software, CRM platforms, and other business‑operations systems used to run day‑to‑day operations; ability to serve as a local system administrator or power user, maintain data integrity, run reports, and drive adoption of these tools across the office. Experience configuring, integrating, or improving system‑based workflows—and an interest in automation and digital process improvement is strongly preferred.
• Strong organizational and analytical skills with excellent attention to detail and numerical accuracy.
• Excellent written and verbal communication and interpersonal skills; able to interact professionally with customers, vendors, manufacturer partners, and internal team members at every level.
• Ability to handle confidential financial, customer, vendor, and personnel information with discretion and integrity.

CORE COMPENTENCIES

Efficiency — Manages a wide range of administrative, parts‑coordination, and office‑support responsibilities with discipline and focus; uses ERP, CRM, and business‑operations tools to prioritize effectively, keep quotes and requests moving, and ensure nothing routine is allowed to slip.

Open Communication — Communicates proactively with leadership, internal teams, customers, vendors, and manufacturer partners; surfaces issues, delays, and decisions needed early so they can be resolved before they become problems.

Integrity — Handles financial, customer, vendor, and personnel information with strict confidentiality and professionalism; prepares quotes, orders, and records accurately and honestly and never compromises the quality of the underlying documentation.

Respect — Treats every customer, vendor, manufacturer partner, and coworker with patience, courtesy, and professionalism; represents Aqua Solutions well in every phone call, email, and in‑person interaction.

Staff Development — Shares process knowledge, system tips, and administrative best practices with coworkers as appropriate; contributes to a culture of shared knowledge, clear procedures, and continuous improvement within the office.

Succession Planning & Business Continuity — Maintains thorough, well‑organized, system‑based documentation of office processes, manufacturer portals, ERP/CRM workflows, and administrative records; builds digital habits and systems that ensure continuity and easy knowledge transfer through any absence, transition, or coverage need.

Leading by Example — Sets the standard for accuracy, reliability, responsiveness, and professional conduct in the office; demonstrates the kind of dependable, organized, customer‑focused work ethic that other members of the organization can count on and look to as an example.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here represent those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employees must be able to sit at a desk and work on a computer for extended periods. Frequent use of hands and fingers is required to operate a computer, phone, and standard office equipment. The role requires the ability to occasionally lift and carry up to 20 lbs, including files, binders, office supplies, and occasional small parts or samples. Visual acuity sufficient to read quotes, invoices, purchase orders, manufacturer portals, and digital documents on a computer screen is required; close vision, distance vision, and the ability to adjust focus are necessary to perform the essential functions of this job.

Work is performed primarily in a standard office environment at Aqua Solutions’ Middleborough, MA location. The noise level is typically quiet to moderate. Occasional travel (approximately 5%) may be required for manufacturer training, local vendor meetings, or company events. Standard weekly job hours: 40 hours, with occasional flexibility needed to support month‑end, customer‑driven deadlines, or special projects. This is a primarily on‑site role.

Benefits

• Health insurance
• 401(k)
• Dental insurance
• Life insurance
• Paid time off
• Vision insurance

We are an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local laws.

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