Office Administrator

Prentiss & Carlisle Management Company, Inc.; Bangor (ME); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Health and dental insurance

Life and disability insurance

401(k) matching

Profit-sharing contributions

Paid vacation & holidays

Job summary

Prentiss & Carlisle Management Company, Inc. is seeking a dependable Office Administrator / Bookkeeper to keep our Bangor office running smoothly.

This hands-on role blends administrative, bookkeeping, reception, and office-support duties in a busy, collaborative environment. Responsibilities include greeting visitors, deposits and payments processing, recordkeeping, coordinating meetings and events, and supporting staff and clients.

Qualifications

• Experience in office administration, bookkeeping, or similar roles.
• Strong organizational skills and attention to detail.
• Data-entry and recordkeeping proficiency.
• Professional communication with confidential information.
• Notary Public commission or willingness to become one.

Responsibilities

• Greet visitors, answer phones, direct inquiries as primary receptionist.
• Provide bookkeeping support: deposits, payments, job-cost entry, reconciliations.
• Process mail, documents, and company records.
• Maintain client files and administrative records.
• Support staff and clients with day-to-day tasks.
• Coordinate contract renewals, regulatory filings, and related docs.
• Keep office organized and coordinate maintenance and safety checks.
• Provide document notarization as needed.
• Organize meetings, trainings, and company events.

Skills

Office administration

Bookkeeping

Data entry

Attention to detail

Multi-priority management

Notary Public

Tools

Microsoft Word

Excel

Outlook

Job description

Prentiss & Carlisle is looking for a dependable, organized, and service-oriented Office Administrator / Bookkeeper to help keep our Bangor office running smoothly.

This is a varied, hands-on role for someone who enjoys being at the center of a busy office, keeping things organized, helping coworkers and clients, and making sure important details don't fall through the cracks. You'll have a mix of administrative, bookkeeping, reception, and office-support responsibilities, with variety from day to day.

What You'll Do

• Serve as the primary office receptionist, greeting visitors, answering phones, and directing inquiries.
• Assist with bookkeeping and accounting support, including deposits, payment processing, job-cost entry, reconciliations, and financial recordkeeping.
• Process mail, correspondence, documents, and company records.
• Maintain client contact information, files, and other administrative records.
• Provide day-to-day administrative support to employees and occasional assistance to clients.
• Help coordinate contract renewals, credit checks, regulatory filings, and related documentation.
• Keep the office stocked, organized, and running smoothly, including coordinating building maintenance and routine safety equipment inspections.
• Provide document notarization as needed.
• Help organize employee meetings, trainings, company events, and special projects.

What We're Looking For

We're looking for someone who is reliable, conscientious, and comfortable taking ownership of their responsibilities. The right person will notice what needs attention, follow through on details, and enjoy being someone others can count on.

Strong candidates will have:

• Prior experience in office administration, bookkeeping, office management, or a similar role.
• Excellent organizational skills and attention to detail.
• Strong data-entry and recordkeeping skills.
• Professional communication skills and good judgement with confidential information.
• Proficiency with Microsoft Word, Excel, Outlook, and related applications.
• The ability to manage multiple priorities and recurring deadlines independently.
• A Notary Public commission, or willingness and ability to become a Notary Public.

Bookkeeping experience, including accounts payable/receivable, deposits, reconciliations, payment tracking, or general ledger support, is strongly preferred. Experience in construction, professional services, property management, or another client-focused business is a plus.

Compensation: $25-$28/hour, depending on experience
Schedule: Monday-Friday, 8:00 a.m.-5:00 p.m.

Prentiss & Carlisle offers a competitive and comprehensive benefits package including paid vacation and holidays, health and dental insurance, life and disability insurance, 401(k) matching, and profit-sharing contributions.

Prentiss & Carlisle is an Equal Opportunity Employer.