What are the responsibilities and job description for the Office Manager for Boutique AEC OPM Firm position at Bespoke Project Management?
Office Manager — Boutique Owners Project Management Firm (Full-Time, In-Person | Greater Boston Area)
About Us
Bespoke Project Management is a small Owners Project Management (OPM) firm supporting clients through planning, design, and construction of complex building projects across the Greater Boston region. Our work includes collaboration with owners, architects, engineers, and contractors across multiple project types. We specialize in the healthcare industry.
As a small, highly collaborative team, we value professionalism, responsiveness, attention to detail, and strong client service. Team members have meaningful visibility into projects and firm operations.
Position Overview
We are seeking a full-time, in-person Office Manager to serve as the operational hub of our office and support project teams and firm leadership. This role combines traditional office management with project and administrative support typical of small professional services firms in the architecture, engineering, and construction (AEC) industry. We are open to training a strong candidate who brings excellent organizational skills, professionalism, and interest in learning more about project delivery in the built environment.
Key Responsibilities
Office Operations
- Manage day-to-day office operations including financial and
- Serve as primary point of contact for office logistics and administrative needs
- Coordinate calendars, meetings, and internal team events
- Maintain digital and physical filing systems and document standards - Support leadership with scheduling, correspondence, and administrative coordination
Project & Team Support
- Assist project teams with document formatting, organization, and distribution - Coordinate with clients, consultants, and contractors in a professional, client-facing manner
- Assist with maintaining project management and document tracking systems
- Support preparation of project reports, meeting minutes, and presentations
Financial & Contract Support
- Assist with invoice tracking and coordination with accounting
- Support contract and consultant documentation organization and tracking
- Help maintain project financial tracking documentation
Business Development & Marketing Support (Light / As Needed)
- Assist with proposal assembly, formatting, and submission coordination
- Help maintain staff resumes, project sheets, and qualifications materials
- Support website or marketing material updates as needed
HR & Team Support
- Assist with onboarding coordination and employee records
- Support internal meetings, training coordination, and team initiatives
Required Qualifications
- 3–6 years of office management, administrative, or project coordination experience
- Exceptional organizational skills and attention to detail
- Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Project)
- Strong written and verbal communication skills
- Ability to manage multiple priorities and deadlines - Professional, client-facing demeanor and strong judgment with confidential information
Preferred (Not Required — We Can Train the Right Candidate)
- Experience in architecture, engineering, construction, real estate, or related professional services field
- Experience supporting project teams or working in deadline-driven environments
- Familiarity with construction or design documentation workflows
- Exposure to project management or document management software
What Makes Someone Successful in This Role
- Proactive and self-directed with strong follow-through
- Comfortable working in a small team environment where responsibilities vary day-to-day
- Strong sense of ownership and accountability
- Interest in learning how building projects are planned and delivered
Work Environment
- Full-time, in-person office role
- Small, collaborative professional team
- Opportunity to grow responsibilities over time as experience increases
Compensation & Benefits: Competitive mid-range salary commensurate with experience. Benefits package w Paid time off and holidays
***Bespoke Project Management is an equal opportunity employer and encourages candidates from diverse backgrounds to apply.
Pay: $25.00 - $50.00 per hour
Work Location: In person
Salary : $25 - $50