Job Description
JOB SUMMARY
The Operations and Office Manager will support overall business functions by managing daily office, HR, and business operations to ensure technical field teams can focus on delivering energy solutions across Alaska.
ESSENTIAL DUTIES
- Serve as the primary point of contact for property management and maintenance vendors to ensure the Anchorage office is professional, safe, and fully operational.
- Manage reception duties including answering phones, greeting clients, and handling mail/courier services when needed.
- Manage the office budget for supplies, source and purchase goods, stationery, and office equipment.
- Negotiate and manage contracts with local service providers (IT support, catering, utilities, security).
- Lead the orientation process for new hires—setting up workstations, issuing IT equipment/badges, and ensuring all employment paperwork is completed.
- Maintain confidential personnel files, track PTO/leave requests, and ensure employee data is up to date in systems.
- Schedule and track mandatory training and professional development for staff.
- Plan and organize company events, team lunches, etc.
- Assist with Accounts Payable (AP) and Accounts Receivable (AR) by coding invoices, reconciling credit card statements, and preparing expense reports for the finance team.
- Identify bottlenecks in office workflows and develop Standard Operating Procedures to improve efficiency.
- Coordinate complex executive calendars, organize meetings, and book business travel arrangements for management.
- Assist with business licensing renewals and maintain digital filing systems for contracts and insurance documents.
- Support AES zero-incident safety culture and assume personal accountability and responsibility for safe work practices in all projects, activities, and operations.
- Other duties will be assigned to this position as needed.
REQUIRED EXPERIENCE
- 5+ years of experience in Operations Management, Office Management, Executive Administration, or an HR Leadership role
- Basic understanding of HR best practices and confidentiality requirements
- Proficiency in Microsoft Office 365, HR tools, and accounting software
- Exceptional written and verbal communication skills; ability to communicate with vendors; align with executives and other employees; coordinate with external partners
- Superior time-management skills with the ability to juggle multiple priorities without dropping the ball
PREFERRED EXPERIENCE
- Bachelor’s degree in Business Administration, HR, or related field
- Previous work experience in the Energy, Engineering, Construction, Data, and/or Telecom industries