Key ResponsibilitiesAdministrative & Executive SupportManage and coordinate scheduling for meetings, appointments, and conference calls across executive and senior management staffCoordinate interviews for executive-level hiring in collaboration with the Executive Assistant, including scheduling, candidate communications, and logisticsProvide notary stamp services on financial documents, contracts, and other materials requiring notarizationPerform printing, scanning, copying, and document preparation for staff as neededManage general office operations including supply ordering, vendor coordination, and maintaining a professional work environment Submittal Sample Procurement & CoordinationSource, order, and procure material submittal samples on behalf of project management and estimating teamsManage the full sample facilitation process including paint draw-downs, wall coverings, trims, mouldings, flooring samples, and other finish materials required for project submittalsCoordinate sample approvals with GC contacts, track submission status, and maintain organized sample librariesWork with suppliers, manufacturers, and reps to ensure timely delivery of samples and submittal documentationLog and track all active submittals to ensure project deadlines are met Document Control - Corporate & Project-LevelMaintain and manage corporate document control systems, including contracts, executed agreements, insurance certificates, and compliance recordsOrganize and maintain project-specific documentation including subcontracts, change orders, RFIs, submittals, and correspondence in structured filing systemsEnsure document version control is enforced and that the most current documents are accessible to the appropriate team membersDevelop and maintain naming conventions, folder structures, and archiving protocols across digital and physical filing systemsSupport project managers in retrieving, organizing, and distributing project documentation as needed Accounts Payable & Accounts Receivable SupportAssist 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 setupsMaintain organized records of outgoing payments, remittance documentation, and payment confirmations in coordination with the CFO and accounting staffSupport accounts receivable by coordinating check pickup from clients and general contractors on behalf of the finance teamAssist with client outreach as directed by the finance team to follow up on outstanding invoices, payment status, and remittance informationReceive, log, and file incoming payment receipts, remittance advices, and related financial correspondence in both digital and physical filing systemsServe as a liaison between the finance team and external parties (clients, GCs, subcontractors) for routine payment coordination and communication Insurance & Compliance CoordinationFacilitate incoming and outgoing insurance requests, including certificates of insurance (COIs), additional insured endorsements, and waiversCoordinate with the company's insurance broker and legal contacts to fulfill GC and owner insurance requirements on active projectsTrack insurance certificate expirations and renewals for both company policies and subcontractor complianceMaintain an organized insurance log and ensure timely responses to insurance requests from project stakeholdersQualifications3+ years of experience in an office management, administrative, or project coordination role, preferably in construction, real estate development, or a related fieldActive Notary Public certification in the Commonwealth of Massachusetts (or willingness to obtain upon hire)Proficiency with Microsoft Office Suite (Word, Excel, Outlook); experience with Smartsheet, Procore, Sage, or similar construction management platforms a plusStrong organizational skills with the ability to manage multiple priorities and competing deadlines simultaneouslyExcellent written and verbal communication skills; able to interface professionally with GCs, owners, vendors, and internal staffDemonstrated experience with document control and records management in a professional settingFamiliarity with construction submittal processes, material samples, or trade contractor operations is highly desirableDiscretion and sound judgment when handling sensitive financial, legal, and HR-related documentsCompensation & BenefitsCompetitive salary commensurate with experienceHealth, dental, and vision insurancePaid time off and company holidaysProfessional development supportCollaborative, growth-oriented team environment. About UsAieres 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.