Office Manager

The Office Manager will provide direct administrative support to the Boston and New Jersey offices. The incumbent will assume the responsibility for overseeing and supporting all administrative functions as needed and requested by the team. There will be an opportunity for the Office Manager to work to develop administrative process flows that will enhance the delivery of services promptly.

Duties & Responsibilities

• Coordinates overall administrative activities for the Boston and New Jersey offices.

• Purchases office supplies, office equipment, etc., for the entire staff by company purchasing policies and budgetary restrictions.

• Coordinates travel itineraries and reservations for team members.

• Coordinates yearly insurance renewals and communicates directly with the broker, obtains and files certificates and tracks project COI status with PMs/PDs.

• Manages and tracks project management operations, including new project set-up, tracking status of contracts, amendments, POs, and task orders, and providing administrative support for the file archiving system.

• Oversees the Proposal process including requesting RFPs, populating the RFP calendar, and completing the proposal certificates; Assists with printing hard copies; ensures supplies are in stock; is available to copy, bind, and package proposal and deliver when necessary.

• Assists the Accounting Manager with the monthly invoicing process. Confirms invoices are accurate and submits them to the Managing Director for approval.

• Maintains and tracks office budget.

• Acts as the local HR Liaison by assisting with new hire onboarding, employee enrollments and questions, and orienting new staff to computer devices and technology as well as general office protocol.

• Provides technology support to all staff and tracks inventory.

• Organizes all internal events, including monthly staff meetings.

• Tracks and coordinates all external events, sponsorships, and memberships.

• Participate as needed in special department projects.

Minimum Requirements

• Prior experience supporting an HR department a plus

• Prior experience within the AEC industry or other professional services a plus

• Well versed in MS Office suite, Teams, Bluebeam and InDesign a plus