Finance & Office Operations Manager

Northeast Sustainable Energy Association; Portland (ME); On-site; USD 74,501,000 - 94,558,000; Full time

Benefits offered by this job

10% above cost on lumber at O’Brien H

15% discount at Carhartt

Access to Portland Sea Dogs tickets

Corporate sponsorship at Val HallaGolf

Positive Work Environment with a team

Job summary

O’Brien Wood & Iron in Portland, Maine, seeks an organized Office Administrator to manage documents, filing systems, and HR records, while supporting bookkeeping and operations. You will handle payroll coordination, insurer documentation, and interdepartmental communications.

Responsibilities include maintaining QuickBooks Online, coordinating with CPAs, processing invoices, and ensuring compliance. This full-time role offers benefits and room to contribute across departments in a small, active

Qualifications

• 5+ years of bookkeeping or accounting experience, preferably in construction, project-based businesses, manufacturing, or a multi-entity environment.
• Proficiency with QuickBooks Online accounting software and Google Workspace.
• Experience improving accounting processes, implementing procedures, and maintaining accounting systems.
• Strong understanding of accounting principles and practices, including job costing, reconciliations, and accounts payable/receivable.
• Experience processing payroll and preparing documentation for tax filings, insurance audits, and 1099s.
• Experience working directly with CPAs, payroll providers, insurance carriers, or other external financial professionals.
• High attention to detail and accuracy in managing financial records.
• Ability to work independently, manage multiple priorities, and meet deadlines.
• Strong organizational and recordkeeping skills, including digital and physical file management.
• Excellent written and verbal communication skills.

Responsibilities

• Own day-to-day accounting operations for multiple entities and ensure financial records are accurate and current.
• Maintain QuickBooks Online, chart of accounts, customer/vendor records, and financial reporting.
• Evaluate and improve accounting processes, internal controls, and SOPs to increase efficiency.
• Manage accounts payable/receivable, invoices, payments, deposits, and coding of transactions.
• Manage company expenses, receipts, and credit balances; monitor and pay liabilities.
• Review time entries, prepare payroll, file payroll tax reports, and handle 1099s and payroll documents with the service.
• Reconcile bank and credit card transactions, prepare monthly journal entries, and perform intercompany reconciliations.
• Complete month-end/year-end procedures; maintain audit-ready records; prepare documents for CPA, tax filings, and audits.
• Prepare regular financial reports for ownership and management; analyze data and present recommendations.
• Serve as accounting subject matter expert and primary contact for CPA coordination.

Skills

Bookkeeping

Accounting

Payroll processing

Coordination with CPAs

Attention to detail

Time management

Organizational skills

Communication skills

Independent work

Multitasking

Tools

QuickBooks Online

Google Workspace

Job description

O’Brien Wood & Iron in Portland, Maine, seeks an organized Office Administrator to manage documents, filing systems, and HR records, while supporting bookkeeping and operations. You will handle payroll coordination, insurer documentation, and interdepartmental communications.

Responsibilities include maintaining QuickBooks Online, coordinating with CPAs, processing invoices, and ensuring compliance. This full-time role offers benefits and room to contribute across departments in a small, active