Office Manager

Office Manager

Location: Anchorage, Alaska | Type: Full-Time | Department: Operations & Administration

About Alaska Earth Sciences

Alaska Earth Sciences (AES) is a geologic consulting firm operating across Alaska and the broader circumpolar north. Our multidisciplinary team of project managers, geologists, and technical specialists supports Alaska Native Corporations, junior and major mining companies, state and federal agencies, in resource evaluation, project development, and field program execution.

Position Overview

We are seeking a dynamic and highly organized Office Manager to serve as the operational backbone of our Anchorage headquarters. This is a critical role in a fast-paced consulting environment where field crews are frequently deployed to remote exploration projects across Alaska and beyond. You will keep the office running seamlessly while supporting geologists and project managers coordinating complex, multi-phase mineral exploration programs. The ideal candidate is proactive, detail-oriented, and thrives in an environment that blends professional office management with the unique demands of the resource exploration industry.

Key Responsibilities

Office & Administrative Operations

• Manage front desk operations, including greeting clients and visitors, answering multi-line phone systems, and providing professional support
• Oversee calendar management and scheduling for internal meetings, client appointments, and project planning sessions using Google Workspace and Microsoft Office
• Maintain accurate data entry, filing systems, and records management across both physical and digital formats
• Handle correspondence, proofread technical documents and reports, and prepare presentations with precision
• Support bookkeeping activities using QuickBooks or similar software, including expense tracking, invoice management, and field cost reconciliation
• Oversee office supplies procurement, inventory, and maintenance requests to keep the workspace fully operational year-round

Field & Travel Coordination

• Coordinate all employee travel logistics for field deployments to remote mineral exploration sites, including air charters, bush plane bookings, helicopter scheduling, and ground transportation across Alaska
• Arrange accommodations, fly-in/fly-out schedules, and mobilization logistics for field crews operating in remote and fly-in-only locations throughout the state
• Maintain up-to-date travel itineraries, crew manifests, and emergency contact information for all personnel in the field
• Liaise with airlines, charter operators, and remote lodges or camp suppliers to secure cost-effective, reliable field logistics
• Track field crew check-in schedules and coordinate with project managers to ensure worker safety and timely communication from remote sites
• Support preparation and shipping of field equipment, sample materials, and supply orders destined for exploration camps

Human Resources Support

• Serve as the first point of contact for HR-related inquiries, directing staff to appropriate resources and maintaining confidentiality at all times
• Assist with recruitment administration including posting job openings, screening applications, scheduling interviews, and coordinating with hiring managers for field and office positions
• Coordinate new employee onboarding, including preparation of offer letters, new-hire paperwork, benefits enrollment, and orientation scheduling
• Maintain accurate and up-to-date employee records, personnel files, certifications, and training logs in compliance with applicable state and federal requirements
• Track employee field certifications, safety training completions (e.g., wilderness first aid, bear safety, MSHA), and renewal deadlines to ensure all field personnel meet project compliance requirements
• Support payroll processing by collecting and verifying timesheets, field per diem submissions, and expense reports from both office and remote field staff
• Administer employee benefits programs including 401(k), paid time off tracking, and health plan coordination, serving as a liaison with benefits providers
• Assist with development and maintenance of HR policies, the employee handbook, and standard operating procedures relevant to AES office and field operations
• Support performance review cycles by tracking timelines, preparing review documentation templates, and coordinating scheduling between employees and supervisors
• Coordinate employee separations including exit interviews, equipment return, and final documentation in accordance with Alaska employment law

Mineral Exploration Project Support

• Assist project managers and principal geologists with administrative support for active mineral exploration consulting contracts, including document management, permit tracking, and client correspondence
• Maintain organized filing systems for exploration reports, drill logs, assay data, claim maps, and regulatory submissions
• Coordinate the preparation, review, and distribution of technical proposals, exploration reports, and client deliverables
• Track project milestones, deadlines, and billing schedules in coordination with the project management team
• Assist with regulatory compliance tracking including state and federal exploration permit requirements, land use notifications, and reporting deadlines
• Support procurement of exploration supplies, lab services, and field equipment vendors relevant to AES project needs

Required Skills & Qualifications

• Demonstrated experience in office management or senior administrative roles, preferably in a consulting, engineering, mining, or resource sector environment
• Proven ability to coordinate complex travel logistics, including multi-leg itineraries, remote/fly-in destinations, and group travel for field crews
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace
• Experience with bookkeeping and expense tracking using QuickBooks or similar accounting software
• Exceptional organizational and multitasking skills with the ability to manage competing priorities in a fast-paced project environment
• Strong written and verbal communication skills with professional phone etiquette and experience managing multi-line systems
• High attention to detail in document management, data entry, and correspondence
• Ability to work independently, exercise sound judgment, and adapt quickly to shifting project needs and field schedules

Preferred Qualifications

• Familiarity with the Alaska resource exploration or mining industry, including awareness of remote operations and seasonal field work cycles
• Experience supporting geoscience, engineering, or environmental consulting teams
• Knowledge of Alaska aviation charter networks, bush plane operators, or remote logistics providers
• Experience with project management tools and contract or proposal tracking systems

Compensation & Benefits

Pay Rate: $28.00 – $34.00 per hour

Work Location: In person — Anchorage, Alaska

Benefits:

• 401(k) with employer matching
• Paid time off (PTO) and sick leave (PSL)
• Retirement plan

Join us as an Office Manager to lead our administrative team with energy and precision! Bring your expertise in office management, your passion for delivering excellent customer service, and your organizational prowess to create an engaging work environment where everyone thrives. This is more than just a job — it’s an opportunity to make a meaningful impact every day!

To Apply: Submit your resume and a brief cover letter describing your experience with travel coordination and administrative support to info@alaskaearthsciences.com

Pay: $28.00 - $34.00 per hour

Benefits:

• 401(k) matching
• Paid time off
• Retirement plan

Work Location: In person