Office Manager

Job Description

Job Description

APM Steam is a leading provider of industrial maintenance and repair services. We specialize in steam trap surveys, the repair and maintenance of steam traps, and overall steam system optimization. Our expert team delivers cost-effective solutions to maximize equipment performance and lifespan to our customers nationwide. Committed to quality and efficiency, we ensure reliable service that exceeds industry standards.

Headquartered in Woburn, MA, we are a growing organization that recently acquired Aquatomic Products, a water treatment company in Virginia.

As both organizations integrate, the Office Manager will be central to keep both running smoothly; owning office and facility operations, providing administrative support, service coordination, and company communication for APM and Aquatomic.

This position is based in our Woburn office with regular travel to Virginia and works directly with APM’s CEO and Aquatomic’s General Manager. It’s a newly created role which means you’ll be the one to build it by establishing processes, vendor relationships, and routines that make it work. If you are someone who likes being the person others can rely on and having the autonomy to figure out how it should be done, this is that job.

Key Responsibilities:

Office & Facilities Operations

• Office Supplies: Keep both offices stocked and organized, anticipating needs before something runs out so no one loses time hunting for what they need.
• Building & Vendor Coordination: 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.
• Office Move Support: Help plan and execute upcoming office and warehouse relocation by coordinating vendors, ensuring timelines stay on track, and assisting with setup so the team can keep working with minimal disruption.

Administrative Support

• Sales Meeting Materials: Prepare, print, and bind reports and packets ahead of presentations to ensure the sales team walks into customer meetings with accurate and professional materials.
• Customer Reports: Send recurring reports to customers on schedule. These are visible, client-facing deliverables where consistency and accuracy directly shape how customers experience our service.
• Service Visit Confirmations: Confirm upcoming service visits with customers by verifying site contacts, access requirements, and timing so technicians arrive to a site that is ready for them.

Compliance & Insurance Administration

• Licenses & Auto Declarations: Collect and maintain current documentation from employees to ensure our records are up to date and our fleet compliant.
• Insurance Claims: File claims and own them through to resolution by gathering documentation, obtaining repair quotes, coordinating between employees, brokers, and adjusters, and following up until the claim is closed.
• Compliance: Cross-train on additional insurance and compliance processes to provide coverage as needed to keep deadlines on track.

Employee Engagement & Events

• Company Communication: Own recurring company-wide emails, including work anniversaries, birthdays, and general announcements to keep our team connected and informed.
• Company Events: Plan and execute company events including venue and catering selections, activities, and logistics.
• Trade Shows: Own trade show logistics including registration, booth coordination, shipping, and marketing materials for the team to arrive prepared and ready to represent the company.

What We're Looking For:

• 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 with monthly travel to Virginia