Office Manager / Administrative Assistant

Office Manager / Administrative Assistant

At AEIS, we do more than inspect we build confidence in the world around us. Our work supports infrastructure, innovation, and the future of our communities. We value craftsmanship, teamwork, and continuous improvement, and we invest in the people who share those values.

Here, your career is a path not a position. AEIS professionals grow into QA Leads, Technical Specialists, and Project Leaders who shape the future of construction quality.

We are seeking a highly organized and proactive Office Manager / Administrative Assistant to serve as the operational backbone of our team. This role is designed for a detail-oriented professional who excels at multitasking and enjoys a "hands-on" environment. You will be responsible for ensuring the office runs smoothly, providing high-level administrative support, and managing procurement / vendor relations. The ideal candidate is a reliable problem-solver who can balance traditional office management with foundational procurement processes. You will work closely with leadership to maintain an efficient workspace and support the day-to-day success of the firm.

Key Responsibilities

Office Management & Administration

• Front-of-House Operations: Act as the first point of contact, managing professional communications via phone and email, and greeting visitors.
• Document Control: Organize and maintain physical and digital filing systems, ensuring all records are easily accessible and up-to-date.
• General Support: Perform essential office duties including scanning, copying, mail distribution, and event management (planning & coordinating company wide events)
• Process Improvement: Identify and implement ways to streamline office workflows and administrative procedures.

Procurement

• Procurement Controls: Research vendors, compare pricing, and execute orders for project-related equipment & consumables while staying within budget.
• Supply Management: Monitor and maintain inventory levels for project related equipment and consumables, office supplies, kitchen essentials
• Vendor Relations: Coordinate with service providers (cleaning crews, maintenance, utilities).
• Accounts Payable: Assist with invoice/ expense related entry in QB, payments processing.
• Help prepare monthly expense reports, budget vs. actual comparisons, and expense tracking.

Qualifications Education: Bachelor's degree in Business Administration, Finance, or a related field preferred (or equivalent professional experience).

Experience: Previous experience in an office management or administrative role is highly desirable. Software Proficiency: Strong familiarity with Microsoft Excel and QuickBooks (or a proven ability to learn basics of financial software quickly).

Organizational Skills: Exceptional ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously. Communication: Professional verbal and written communication skills with a focus on customer service. Attention to Detail: High level of accuracy in data entry and record-keeping.

Equal Opportunity Employer

AEIS is an equal opportunity employer and does not discriminate with respect to any term, condition or privilege of employment based on race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, military or veteran status, marital status, or status of an individual in any group or class protected by applicable federal, state, or local law.

Employment Authorization

Applicants must be authorized to work for any employer in the United States. We are unable to sponsor or take over sponsorship of an employment Visa at this time