Office Manager Full Time

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

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.

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