Office Manager at AEPS

About AEPS

AEPS provides comprehensive physical security services for government and commercial customers. Our team includes armed and unarmed security professionals, investigators, and certified/licensed trainers. We take pride in delivering reliable, high-quality support services that keep our clients’ operations running smoothly and securely.

Responsibilities:

• Manage and oversee daily office operations to ensure efficiency and organization.
• Handle accounts payable processes, including invoice processing and vendor communications.
• Maintain accurate bookkeeping records using QuickBooks and other accounting tools.
• Coordinate appointment scheduling and manage calendars for staff and management.
• Organize and maintain records management systems to ensure easy retrieval and compliance.
• Perform general office duties such as ordering supplies, managing correspondence, and supporting staff needs.
• Serve as the primary liaison between office staff, vendors, and external partners.
• Implement and improve office policies and procedures to enhance operational effectiveness.

Position Overview 

The Office Manager provides administrative and operational support to our DHS-FPS New England contract. This position is responsible for maintaining compliance, assisting with the filing of training records, assisting with payroll, and managing documentation in accordance with our federal contract. The Office Manager will also support data management and quality assurance activities related to personnel qualifications and certifications — including assisting with the entry and validation of credentials in DHS training and academy management systems.

Key Responsibilities

• Maintain comprehensive training, certification, and qualification records for contract personnel.
• Assist program leadership with the entry and validation of employee qualifications and credentials within DHS training and academy management systems.
• Track employee qualifications, certifications, medical clearances, and training requirements to ensure full compliance with contract standards.
• Update and maintain electronic employee files in a compliant, organized, and auditable manner.
• Prepare and review compliance reports for internal and external submission.
• Assist with payroll data entry and updates in the company’s HR/payroll system (ADP).
• Perform general administrative duties including file management, record archiving, meeting participation, mail handling, travel arrangements, and inventory tracking.
• Support contract compliance by understanding applicable requirements and ensuring documentation accuracy.
• Coordinate with program supervisors and quality control personnel to ensure training and credentialing compliance across multiple states.

Qualifications

• U.S. Citizenship required.
• High School Diploma or GED required; additional education preferred.
• One to two years of administrative or office management experience.
• Must be 21 years of age or older at time of hire.
• Must fluently speak, read, and write English.
• Must successfully complete a background investigation and pre-employment drug screening.

Required Skills and Attributes

• Proficiency with Microsoft Office applications (Word, Excel, Outlook, Teams).
• Strong capability to work independently while maintaining accuracy and attention to detail.
• Excellent organizational, documentation, and time-management skills.
• Experience managing data entry and record maintenance for compliance systems.
• Ability to interpret and apply contract, regulatory, and training requirements.
• Strong communication skills and the ability to interact professionally with federal representatives and internal staff.
• Demonstrated integrity, sound judgment, and commitment to confidentiality.

Equal Employment Opportunity

AEPS is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.