Office Manager

Aieres Group • Burlington, MA

11d

About The Position

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. 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.

Requirements

• 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)
• 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

Nice To Haves

• Experience with Smartsheet, Procore, Sage, or similar construction management platforms a plus
• 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

Responsibilities

• 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
• 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
• 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
• 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
• 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

Benefits

• Health, dental, and vision insurance
• Paid time off and company holidays
• Professional development support
• Collaborative, growth-oriented team environment

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed