Executive Office Manager

Job Description

We are seeking a highly organized, detail-oriented, and proactive Office Manager to support our leadership team and manage the day-to-day administrative and financial operations of our growing firm. This individual will play a critical role in overseeing bookkeeping, processing invoices, accounts payable/receivable, and maintaining accurate financial records, with a strong emphasis on QuickBooks proficiency and general accounting practices.

This is a fast-paced, high-output environment, and we are looking for someone who thrives under pressure, demonstrates a strong sense of urgency, and has excellent multitasking skills. The ideal candidate is resourceful, adaptable, and capable of managing shifting priorities while maintaining accuracy and professionalism.

In addition to administrative responsibilities, this role will support executive leadership (CEO, COO, and VP of Architecture), facilitate internal coordination, and ensure operational efficiency across all departments.

Key Responsibilities:

Accounting & Financial Oversight

Process and track invoices, vendor payments, purchase orders, and reimbursements

Oversee accounts receivable/payable (AR/AP) and maintain clear, up-to-date records

Manage bookkeeping in QuickBooks or other accounting software

Maintain detailed records of project-based billing and client invoicing

Office & Administrative Management:

Manage daily office operations, including supply orders, vendor coordination, and facility needs

Maintain organized databases, records, and filing systems (both digital and physical)

Assist with recruiting, onboarding, and employee documentation

Executive Support:

Manage calendars, schedule meetings, and support travel coordination for executives

Handle email correspondence and phone communication with clients, consultants, and internal staff

Prepare meeting agendas, minutes, and reports for leadership meetings

Project & Document Coordination:

Support project managers in maintaining contracts, permits, and key deliverables

Help track deadlines, ensure timely submissions, and maintain communication with project stakeholders

Draft, edit, and format documents, proposals, and presentations

Qualifications:

Strong proficiency in QuickBooks (Online or Desktop) is required

Minimum of 5 years of bookkeeping, invoicing, or accounting experience, preferably in a project-based or professional services environment

Ability to prioritize and manage multiple tasks simultaneously in a high-paced, deadline-driven setting

Proven ability to handle financial data with confidentiality and accuracy

Excellent organizational and time management skills with a high attention to detail

Professional communication skills—both written and verbal

Self-motivated, dependable, and able to work independently in a fast-moving, team-oriented environment

Experience in an architectural, engineering, or design firm is strongly preferred

Familiarity with project management tools such as Monday.com, Unanet, or similar platforms is a plus

Company Description

AgeWave Solutions, Inc. is a full-service design firm based in The Villages®, Florida. We specialize in a broad spectrum of architectural and engineering design projects from production builder lot orders to high-end custom residences to large scale commercial and industrial buildings.

Full-time