Office Manager

Job Description

Job Description

Position Summary

The Office Manager is a newly created role at the holding company level, supporting the President of AEG and its operating entities. This position is central to modernizing how the organization works: leading the transition from a paper-based office to a digital one built on Microsoft 365, supporting the rollout of BQE Core for project management and accounting, and standing up an organized electronic filing system across all three entities.

The Office Manager will consolidate and elevate responsibilities currently split across two administrative positions and will own the core administrative infrastructure of the company, including certifications and licensing, proposal and project setup, document and template libraries, onboarding, and vendor management. This role supervises administrative support staff, coordinates with NPN’s current office manager for knowledge transfer, and works closely with project management, leadership, accounting, and IT. It is a highly visible, forward-facing role that requires strong judgment, polish, and the ability to build trust quickly with staff, clients, and vendors alike.

Essential Duties & Responsibilities

Digital Transformation & Systems Modernization

• Lead the organization’s transition from paper-based processes to Microsoft 365 (SharePoint, Teams, OneDrive, Outlook) as the primary digital workspace

• Support implementation and adoption of BQE Core for project management, coordinating with accounting on billing and related workflows

• Design, build, and maintain a standardized electronic filing and records system across all three entities

• Develop simple training materials and provide hands-on support to help staff adopt new systems and retire paper-based habits

• Work with IT to support company programs, new hire setup, and day-to-day employee technology needs, serving as the internal point person for troubleshooting and escalation

Certifications, Licensing & Insurance

• Manage employee certifications, including tracking renewal dates, maintaining records, and notifying staff and managers ahead of expirations

• Enroll employees in required and approved certification and training programs

• Maintain company licenses and registrations across all entities, ensuring renewals are filed on time

• Manage certificates of insurance (COIs), including issuing COIs to clients and collecting and tracking COIs from subcontractors and vendors

Proposal, Project & Document Management

• Manage the proposal and project setup workflow, ensuring new proposals and projects are created accurately and consistently in company systems

• Manage the company photo documentation library, including organization, naming conventions, and access

• Manage the company template library, maintaining current, consistent templates and formatting standards across all three entities

• Streamline and standardize the production of recurring internal and client-facing reports

• Maintain document control, version consistency, and organized recordkeeping

Executive & President Support

• Provide scheduling support to the President, including booking meetings, coordinating logistics, and confirming appointments, with the opportunity to take on fuller calendar ownership as trust and systems mature

• Support correspondence, meeting preparation, and travel arrangements

• Prepare, format, and proofread materials for leadership meetings, board updates, and client-facing presentations

• Handle sensitive and confidential information with sound judgment and discretion

Business Development Support

• Assist with business development efforts, including maintaining and supporting the CRM, keeping client and contact records current, and helping track opportunities

• Support preparation of proposals, qualifications packages, and marketing materials as needed

HR & Employee Onboarding

• Assist with employee onboarding, including coordinating first-day logistics, paperwork, equipment, and introductions

• Assist with high-level HR administration, including enrolling employees in the appropriate systems (payroll, benefits, Microsoft 365, BQE Core, and others)

• Coordinate with IT to ensure new hires have accounts, equipment, and access in place before their start date

Accounting Coordination & Vendor Administration

• Coordinate with accounting on PART invoicing, gathering project information and documentation needed for accurate and timely billing

• Coordinate company credit card expense documentation, including collecting receipts and coding information from staff and providing them to accounting

• Serve as a day-to-day liaison between staff and accounting on administrative financial questions and requests

• Facilitate and support vendor management, including maintaining vendor records, coordinating services, and supporting contract and renewal tracking

Office & Administrative Operations

• Oversee day-to-day office operations and facilities coordination across the holding company’s entities

• Coordinate with NPN’s current office manager for knowledge transfer on existing processes and records

• Serve as the first point of contact for visitors, clients, vendors, and incoming inquiries, representing the organization professionally

• Coordinate logistics for company meetings and events

Supervision of Administrative Support

• Supervise, prioritize, and support the work of the administrative assistant, who currently supports the following:

◦ Data input for ACM projects

◦ Filing

◦ Office supplies

◦ Report assembly for PART

◦ Report assembly for ACM projects

• Identify opportunities to streamline or digitize administrative tasks as new systems come online

Culture & Team Support

• Help implement and reinforce key culture initiatives set by leadership

• Support recognition efforts and internal communications

• Assist in planning team meetings, events, and other efforts that strengthen a connected, positive culture

Qualifications

• Associate’s or Bachelor’s degree preferred, or equivalent combination of education and experience

• 3 to 5+ years of experience in an office management, executive assistant, or senior administrative role, ideally supporting multiple business units, locations, or a growing organization

• Experience supervising or directing the work of administrative staff

• Strong working proficiency in Microsoft 365 (SharePoint, Teams, OneDrive, Outlook) required

• Experience with a project management or accounting/ERP platform (BQE Core or similar) preferred; CRM experience a plus

• Experience tracking certifications, licenses, insurance certificates, or similar compliance records

• Working knowledge of onboarding and basic HR administration

• Demonstrated success leading or supporting a transition from paper-based to digital systems and workflows

• Excellent written and verbal communication skills; polished, personable, and comfortable as a forward-facing representative of the organization

• Strong organizational skills and the ability to manage competing priorities across multiple entities and stakeholders

• High level of discretion and sound judgment in handling confidential information

• Prior experience in professional services (environmental, engineering, real estate, or similar) a plus, but not required

\nCompany Description

Why ATON

ATON Environmental Group is a St. Louis-based environmental consulting firm on a growth path. Together with our affiliated companies, NPN Environmental Engineers and PART, we provide environmental due diligence, site investigation, remediation, industrial hygiene, and abatement services to clients across the region.

We're a company where your work matters and your growth is a priority. We invest in developing our people, give them real ownership of their work, and build a culture where good ideas are heard no matter where they come from. As we grow, our team members grow with us, with room to take on new responsibilities and shape where they're headed.

We also believe your time matters. We do great work for our clients without asking people to sacrifice their lives outside of work to do it.

If you want to be part of a growing team that values people, collaboration, and doing things the right way, we'd love to hear from you.

Company Description

Why ATON\n\nATON Environmental Group is a St. Louis-based environmental consulting firm on a growth path. Together with our affiliated companies, NPN Environmental Engineers and PART, we provide environmental due diligence, site investigation, remediation, industrial hygiene, and abatement services to clients across the region.\n\nWe're a company where your work matters and your growth is a priority. We invest in developing our people, give them real ownership of their work, and build a culture where good ideas are heard no matter where they come from. As we grow, our team members grow with us, with room to take on new responsibilities and shape where they're headed.\n\nWe also believe your time matters. We do great work for our clients without asking people to sacrifice their lives outside of work to do it.\n\nIf you want to be part of a growing team that values people, collaboration, and doing things the right way, we'd love to hear from you.