Office Liaison (OL)

Job Description

Job Description

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance
• 401(k) matching

ABOUT AID:

Advanced Infrastructure Design, In. (AID) is a growing yet established consulting firm located in central New Jersey, offering professional services in non-destructive testing and evaluation (NDT/NDE) of highway infrastructure (bridges and pavements), pavement evaluation and design, geotechnical design and subsurface investigation, subsurface and utility mapping, and forensic studies.

JOB DESCRIPTION:

Our team thrives in a culture of intense positivity, high productivity, and deep commitment to service excellence. We are seeking a dedicated and experienced Office Liaison to keep our operations running smoothly, support our growing team, and contribute to our strong internal culture. If you are someone who thrives in a collaborative environment, enjoys solving problems, and has a knack for keeping operations running smoothly, we would love to hear from you.

KEY RESPONSIBILITIES:

Office & Team Operations

• Serve as the central point of contact for all office-related issues
• Interact regularly with engineering and leadership teams to ensure day-to-day needs are met
• Coordinate office maintenance, supplies, equipment, and vendor relationships
• Ensure the office environment is organized, efficient, and aligned with company culture

Accounting & Financial Support

• Enter financial data and transactions into QuickBooks
• Track and file invoices, receipts, and expenses
• Generate and maintain financial reports, reconciliations, and summaries
• Support coordination with external accountants or financial consultants

HR & Employee Benefits Administration

• Support management of employee benefits including 401K, health insurance, vacation/sick leave tracking (with help from other staff and vendors)
• Maintain personnel records and assist with onboarding/offboarding
• Ensure compliance with employment policies and confidentiality standards

Document Management

• Create, update, organize, and maintain company documents, including:
  
  • Personnel files
  • Invoices and financial records
  • Project-related documents
  • Company policies and internal communications

• Ensure digital and physical filing systems are up-to-date and secure

Communication & Culture

• Draft and manage internal communications, memos, policy updates, and occasional external correspondence
• Promote a strong, positive, and service-driven office culture
• Help foster teamwork, transparency, and high performance across teams

REQUIRED QUALIFICATIONS:

• Bachelors degree in Business Administration, Accounting, Human Resources, or a related field (strongly preferred).
• 5+ years of experience in office management, administration, or operations, preferably in an engineering, architecture, or construction (AEC) firm.
• Proficiency in QuickBooks and Microsoft Office (especially Excel and Word).
• Strong understanding of basic accounting/bookkeeping and HR functions.
• Excellent writing, editing, and verbal communication skills.
• Proven ability to manage people and coordinate across departments.
• Strong analytical and numerical skills.

Ideal Candidate Will Be:

• Deeply committed to the organizations success and to delivering high-quality internal service.
• Highly motivated, positive, and proactive.
• Able to manage multiple priorities calmly and effectively.
• A seasoned people manager who can work across roles and personalities.
• Organized and detail-oriented with a systems mindset.
• A natural communicator who thrives in a collaborative environment.
• Experience with document control systems and project management tools (e.g., Deltek, NetSuite, or similar) preferred.

To apply, send your resume to the following email with the subject: Office Liaison [email protected]

JOB SITE:

This is a full time in person job. Prospective candidates should be able to commute or relocate to the Township of Hamilton, NJ, 08691.