Administrative & Accounting Lead — Engineering Firm

Skillcloud HCM; Falmouth (ME); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Generous PTO

Retirement plan with match

Medical

Dental

HSA with company contribution

Life Insurance, STD, AD&D

Job summary

Associated Design Partners, Inc. in Falmouth, Maine seeks an Office Administrator/Accounting Clerk to support day-to-day operations and financial duties in a busy structural engineering office.

The role covers accounts payable/receivable, payroll and reporting, project administration, and client communications, using QuickBooks Desktop and Microsoft Office. Strong organizational skills and independence are essential.

Qualifications

• 5+ years of experience in an Executive Assistant, Office Manager, Administrative Manager, or similar professional office role.
• Proficiency with QuickBooks Desktop, including accounts payable, accounts receivable, invoicing, and financial reporting.
• Strong computer skills with Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat.
• Excellent verbal, written, and interpersonal communication skills with clients, contractors, and partners.
• Exceptional organizational skills with ability to manage multiple projects and deadlines.
• Experience supporting project administration and client communications.
• Ability to gather, organize, and manage information from multiple sources.
• Highly self-motivated, dependable, and capable of working independently with minimal supervision.
• Strong attention to detail and maintaining accurate records and financial data.

Responsibilities

• Manage day-to-day office operations and ensure efficient functioning of a busy engineering office.
• Provide administrative support to engineers, including dictation, document prep, correspondence, scheduling, and project coordination.
• Serve as primary contact for clients via phone, email, and in-person interactions.
• Process accounts payable and accounts receivable and maintain accurate financial records using QuickBooks Desktop.
• Track employee time and expense reporting and ensure records are complete and submitted on schedule.
• Prepare invoices, financial reports, and other business-related documentation.
• Maintain organized filing systems for project records, engineering reports, and standards.
• Coordinate new project intake, gathering information and maintaining project documentation.
• Manage project administration activities, including setup, tracking, and file maintenance.
• Work independently to identify administrative needs and support operations with minimal supervision.

Tools

QuickBooks Desktop

Microsoft Office

Adobe Acrobat

Job description

Associated Design Partners, Inc. in Falmouth, Maine seeks an Office Administrator/Accounting Clerk to support day-to-day operations and financial duties in a busy structural engineering office.

The role covers accounts payable/receivable, payroll and reporting, project administration, and client communications, using QuickBooks Desktop and Microsoft Office. Strong organizational skills and independence are essential.