About the Role
APM Steam provides industrial maintenance and repair services to facilities nationwide. Our work centers on steam trap surveys, steam trap repair and maintenance, and full steam system optimization. We help customers cut energy costs, extend equipment life, and avoid unplanned downtime. We are based in Woburn, Massachusetts.
We recently acquired Aquatomic Products, a water treatment company based in Virginia, and the two organizations are integrating. The Administrative Services Manager is a new position created to bring the day-to-day administrative and facilities work of both companies under a single owner.
This position is based in our Woburn office with regular travel to Virginia and works directly with APM’s CEO and Aquatomic’s General Manager. You will define how this function runs; the processes, the vendor relationships, and the routines that keep two offices moving. Because no one has held this seat before, there is no playbook to inherit. If you would rather build a system than follow one, and you take real satisfaction in being the person the rest of the team counts on, this role will suit you.
What You Will Own
Facilities and Vendor Management
- Supplies and inventory. Track what both offices need and reorder ahead of time so no one is improvising when something runs out.
- Landlords and service providers. Act as the single point of contact for building management, cleaning crews, and facility vendors. Log issues, book repairs, verify the work matches what was agreed, and stay on it until it is finished.
- Relocation support. Assist with the planned office and warehouse move by lining up vendors, holding milestones to schedule, and helping with setup so business continues uninterrupted.
Customer and Sales Support
- Presentation packets. Assemble, print, and bind reports and materials in advance of customer meetings so the sales team is never scrambling for a deliverable.
- Scheduled customer reporting. Distribute recurring reports on time. Customers see these directly, and accuracy here shapes their impression of our service.
- Appointment verification. Reach out ahead of scheduled service work to confirm timing, site contacts, and access requirements so field technicians are not delayed or turned away on arrival.
Insurance and Records Administration
- Driver records. Gather and update employee license and auto declaration documentation to keep our files accurate and our vehicles covered.
- Claims management. Open insurance claims and carry them to closure by assembling paperwork, sourcing repair estimates, liaising with employees, brokers, and adjusters, and following up until the matter is resolved.
- Backup coverage. Learn adjacent insurance and compliance workflows well enough to step in when coverage is needed and deadlines must be met.
Team Events and Communication
- Internal announcements. Write and send recurring company-wide emails covering anniversaries, birthdays, and general updates that keep the company informed.
- Company gatherings. Organize company events end to end, from venue and catering through activities and day-of logistics.
- Trade show coordination. Handle everything a show requires including registration, booth setup, freight, and marketing collateral so the team arrives ready to represent us well.
Who Thrives Here
- At least two years in office management, administrative coordination, or a comparable role built on follow-through
- Highly organized, and able to carry recurring responsibilities start to finish without prompting
- Communicates clearly and professionally with coworkers, customers, landlords, and vendors
- Solid Microsoft Office skills and quick to pick up unfamiliar systems
- Handles confidential information with discretion
- Notices what needs attention and acts on it without waiting to be asked
Position Details
- Onsite in our Woburn, MA office five days per week
- Monthly travel to the Aquatomic office in Virginia, with travel expenses covered
Pay: $56,000.00 - $66,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Application Question(s):
- Employment with APM Steam is contingent upon successfully clearing a background check. Are you willing to undergo a background check if offered the position?
Work Location: In person
