What are the responsibilities and job description for the Office manager/ Project Coordinator position at Aeris Indoor Environmental Services?
Job Summary
AERIS Indoor Environmental Services is seeking a highly organized and proactive Office Manager / Project Coordinator to support our growing environmental consulting and industrial hygiene firm. We are looking for someone with experience working in an engineering, construction, inspection, environmental, or professional services company who understands the fast-paced nature of coordinating projects, clients, schedules, proposals, and office operations.
This role combines office management, project administration, estimating support, bookkeeping, and client coordination. The ideal candidate is detail-oriented, confident in managing multiple priorities, and comfortable communicating with contractors, property managers, consultants, insurance professionals, and internal field staff.
This is a key operational role within the company with strong long-term growth potential.
Responsibilities
- Manage daily office operations and maintain organized administrative workflows
- Coordinate project scheduling, technician calendars, and client communications
- Assist with preparing work orders and project documentation
- Support project management activities, including tracking project status, deadlines, reports, and billing
- Handle invoicing, collections, and basic bookkeeping using CRM.
- Manage incoming calls, emails, and front desk responsibilities with professionalism
- Maintain accurate records through data entry, filing, and document management
- Support the project administration team with client deliverables and internal coordination
- Assist leadership with administrative and executive support tasks as needed
- Order office supplies, maintain office organization, and oversee general office operations
- Coordinate travel arrangements, meetings, and correspondence when required
- Provide exceptional customer service to clients, vendors, and team members
Preferred Experience
We strongly prefer candidates with prior experience in:
- Engineering firms
- Construction companies
- Environmental consulting firms
- Inspection or industrial services companies
- Restoration or insurance-related industries
Experience supporting field operations, coordinating projects, or assisting estimators/project managers is highly valued.
Qualifications & Skills
- Experience in office management, project coordination, project administration, or operations support
- Experience with estimating, scheduling, or project management workflows preferred
- Proficiency in QuickBooks, Microsoft Office (Excel, Word, Outlook), and Google Workspace
- Strong organizational and multitasking abilities in a fast-paced environment
- Excellent communication and customer service skills
- High attention to detail and accuracy with data entry and documentation
- Ability to prioritize multiple projects and deadlines effectively
- Professional phone etiquette and experience with multi-line phone systems
- Experience with invoicing, collections, and administrative financial tasks
- Bilingual (English/Spanish) is a plus
- Strong problem-solving skills and the ability to work independently
What We’re Looking For
We want someone who takes ownership, stays organized under pressure, and can help keep projects and office operations running smoothly. The right candidate will be dependable, resourceful, professional, and comfortable working in a growing company environment where priorities can shift quickly.
About Us
AERIS Indoor Environmental Services is a growing environmental consulting and industrial hygiene company specializing in asbestos, mold, lead, indoor air quality, and fire-related assessments. We work with contractors, engineers, property managers, insurance professionals, and commercial clients throughout Florida and beyond.