Office Manager / Executive Assistant

AgeWave Solutions, Inc. - Architects - Engineers; Town of Florida (NY); On-site; USD 70,000 - 90,000; Full time

Job summary

AgeWave Solutions, Inc. - Architects - Engineers seeks a meticulous Office Manager to lead administrative and financial operations, including bookkeeping, invoicing, AP/AR, and recordkeeping. The role supports CEO and senior leaders while driving operational efficiency and confidentiality across departments.

The ideal candidate thrives in a fast-paced environment, prioritizes accuracy, and improves workflows with automation. Proactive communication and adaptability are essential for success.

Qualifications

• At least 5 years in office management, executive support, or equivalent.

Responsibilities

• Prepare, review, and issue client invoices and manage project billing records using QuickBooks.
• Oversee office operations, facilities, records, and vendor management.
• Support executive leadership with calendars, travel, agendas, and reporting.
• Design and implement process improvements and automation to reduce repetitive work.
• Assist project managers with contracts, proposals, and key documentation.

Skills

Office management

Executive support

Bookkeeping

Invoicing

Accounts payable/receivable

QuickBooks

MS Office

Workflow improvement

Automation

Communication

Tools

Monday.com

Power BI

ShareFile

Power Automate

Zapier

Make

Microsoft 365

Excel

Job description

Office Operations|Executive Support|Financial Administration|Process Improvement

About the Position

We are seeking a highly organized, detail-oriented, and proactive Office Manager to support our leadership team and manage the day-to-day administrative and financial operations of our growing firm. This individual will play a critical role in overseeing bookkeeping, processing invoices, accounts payable/receivable, and maintaining accurate financial records, with a strong emphasis on QuickBooks proficiency and general accounting practices.

This is a fast-paced, high-output environment, and we are looking for someone who thrives under pressure, demonstrates a strong sense of urgency, and has excellent multitasking skills. The ideal candidate is resourceful, adaptable, and capable of managing shifting priorities while maintaining accuracy and professionalism.

In addition to administrative responsibilities, this role will support executive leadership (CEO, President, VP of Architecture, VP of Engineering), facilitate internal coordination, and ensure operational efficiency across all departments.

Just as importantly, this person can execute essential administrative and financial work manually when necessary and ensures that automation improves accuracy, efficiency, accountability, and confidentiality. The role offers direct collaboration with leadership and an opportunity to help shape how AgeWave grows.

Key Responsibilities

1. Financial Administration, Invoicing & Accounts Receivable

• Prepare, review, and issue accurate client invoices using QuickBooks and internal project systems; verify project progress and billable work with department leaders.
• Maintain project billing records, monitor billing schedules, and resolve discrepancies between contracts, project records, and invoices.
• Monitor receivables, track overdue balances, conduct professional client follow-ups, document collection activity, and prepare aging reports.
• Process vendor invoices, payments, purchase orders, and reimbursements; maintain bookkeeping records and assist with reconciliations as assigned.
• Coordinate with external accounting professionals and support financial reporting and documentation for leadership.

2. Office Management & Daily Operations

• Oversee office supplies, equipment, facilities, maintenance, vendors, correspondence, and deliveries.
• Maintain organized digital and physical records, administrative procedures, and office standards.
• Coordinate company meetings, events, recognition initiatives, and employee support.
• Assist with recruiting, interview scheduling, onboarding, employee documentation, and HR/benefits administration.
• Resolve day-to-day operational issues and keep internal communication moving without constant executive oversight.

3. Executive Assistance & Leadership Support

• Manage executive calendars, appointments, meetings, scheduling priorities, and travel arrangements.
• Prioritize executive communications; prepare agendas, meeting minutes, reports, presentations, proposals, and correspondence.
• Track leadership action items and follow-ups; coordinate with clients, consultants, vendors, and department leaders.
• Anticipate needs, resolve administrative challenges proactively, and support confidential special projects.

4. Process Improvement, Automation & Technology

• Evaluate administrative, financial, and operational workflows for repetitive work, duplicate entry, and bottlenecks.
• Design and implement practical improvements to invoicing, AR follow-ups, reporting, document management, and administrative communication.
• Use existing company systems effectively and partner with internal technology/programming staff to test and deploy appropriate automation.
• Explore workflow software and AI-enabled tools; document procedures, establish checks, and measure improvements.
• Protect confidential company and client information and apply appropriate review and oversight to automated workflows.

5. Project & Document Coordination

• Assist project managers with contracts, proposals, permits, submissions, deadlines, and key project documentation.
• Draft, edit, format, and distribute client and project correspondence, reports, and presentations.
• Maintain accurate project information in internal systems and coordinate stakeholder follow-ups.

Technology Environment

QuickBooks; Monday.com (customized ERP); Microsoft 365 (Outlook, Excel, Word, Teams); Power BI; ShareFile. Experience with these platforms is helpful, but the ability to learn systems and improve how they work together is equally important.

Required Qualifications

• At least 5 years of office management, executive assistance, business administration, or comparable experience.
• At least 5 years of bookkeeping, invoicing, accounts receivable, or related financial administration experience.
• Strong proficiency in QuickBooks, Microsoft Office, especially Outlook, Excel, and Word.
• Demonstrated ability to manage competing priorities accurately and independently in a fast-paced professional environment.
• Excellent written and verbal communication; sound judgment and discretion with financial, employee, and executive information.
• Strong technical aptitude and demonstrated experience improving workflows or reducing repetitive administrative work.

Preferred Qualifications

• Experience working in an architecture or engineering firm, or in the construction industry, is a significant plus. Familiarity with project-based workflows, client coordination, and industry-specific billing is especially valuable.
• Experience supporting senior executives, project-based billing, contract administration, recruiting, onboarding, or HR coordination.
• Familiarity with Monday.com, Power BI, ShareFile, Power Automate, Zapier, Make, or similar systems.
• Practical familiarity with AI-enabled productivity tools and responsible business use.

The Ideal Candidate

Proactive and resourceful; organized and detail-oriented; technologically curious; committed to continuous improvement; accountable and dependable; professional and discreet; adaptable and comfortable with change.