Office Manager

American Plant Maintenance•Woburn, MA

13d•$27 - $32•Hybrid

About The Position

APM Steam is a leading provider of industrial maintenance and repair services, specializing in steam trap surveys, repair and maintenance of steam traps, and overall steam system optimization. The company delivers cost-effective solutions to maximize equipment performance and lifespan to customers nationwide. APM Steam is headquartered in Woburn, MA, and has recently acquired Aquatomic Products, a water treatment company in Virginia. As both organizations integrate, the Office Manager will be central to keeping both running smoothly by owning office and facility operations, providing administrative support, service coordination, and company communication for APM and Aquatomic. This position is based in the Woburn office with regular travel to Virginia and works directly with APM’s CEO and Aquatomic’s General Manager. This is a newly created role where the individual will establish processes, vendor relationships, and routines. The ideal candidate is someone who likes being the person others can rely on and having the autonomy to figure out how it should be done.

Requirements

2+ years of experience in office management, administrative support, or a similar coordination-heavy role
Exceptionally organized, with strong follow-through; comfortable owning recurring tasks from start to finish
Clear, professional communicator with employees, customers, and vendors
Proficient with Microsoft Office and comfortable learning new systems
Discreet and trustworthy when handling sensitive information
A proactive problem-solver who spots what needs doing and does it
Must be in the office 5 days per week
Monthly travel to Virginia

Responsibilities

Keep both offices stocked and organized, anticipating needs before something runs out.
Serve as the primary contact for landlords, cleaning services, and other facility vendors by reporting issues, scheduling repairs, holding providers to the agreed scope, and following up until work is completed correctly.
Help plan and execute upcoming office and warehouse relocation by coordinating vendors, ensuring timelines stay on track, and assisting with setup.
Prepare, print, and bind reports and packets ahead of presentations for the sales team.
Send recurring reports to customers on schedule.
Confirm upcoming service visits with customers by verifying site contacts, access requirements, and timing.
Collect and maintain current documentation from employees for licenses and auto declarations.
File insurance claims and manage them through to resolution by gathering documentation, obtaining repair quotes, coordinating between employees, brokers, and adjusters, and following up until the claim is closed.
Cross-train on additional insurance and compliance processes to provide coverage as needed.
Own recurring company-wide emails, including work anniversaries, birthdays, and general announcements.
Plan and execute company events including venue and catering selections, activities, and logistics.
Own trade show logistics including registration, booth coordination, shipping, and marketing materials.