Office Manager & Accounting Specialist

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

• Manage and maintain company documents and filing systems for efficient retrieval
• Coordinate company correspondence and gifts as appropriate for births, weddings, bereavements, etc. on behalf of O’Brien Wood & Iron.
• Plan and coordinate employee events, celebrations, and company meetings
• Maintain employee contact information, emergency contacts, and important dates

Company

O’Brien Wood & Iron

Location

Portland, Maine

Job Responsibilities

Communications

• Manage and maintain company documents and filing systems for efficient retrieval
• Coordinate company correspondence and gifts as appropriate for births, weddings, bereavements, etc. on behalf of O’Brien Wood & Iron.
• Plan and coordinate employee events, celebrations, and company meetings
• Maintain employee contact information, emergency contacts, and important dates

Office Administration & Systems

• Maintain a professional, organized, and clean office environment
• Procure office supplies and monitor inventory levels to always ensure adequate stock
• Troubleshoot office technology issues and coordinate with IT support as needed
• Develop, maintain, and improve company forms, templates, and administrative procedures
• Distribute incoming mail and prepare outgoing mail and shipments
• Obtain and maintain subcontractor documentation, including certificates of insurance, W-9s, certificates of independent contractor status, subcontractor agreements, and other compliance records
• Prepare documentation and reports for insurance renewals, workers’ compensation audits, and liability insurance audits
• Maintain the company's asset tracking system, ensuring company tools, equipment, and other fixed assets are accurately recorded, assigned, and documented.

Human Resources

• Serve as the primary administrative contact for employee HR questions and benefits administration
• Maintain complete, confidential, and up-to-date personnel files
• Coordinate recruiting activities, including job postings, applicant screening, interview scheduling, and onboarding
• Process new hire, payroll, benefits, and employment documentation
• Assist with maintaining HR policies and administrative procedures

Bookkeeping & Financial Management

• Own the day-to-day accounting operations for O’Brien Wood & Iron and O’Brien Hardwoods, ensuring financial records are accurate, complete, and current
• Maintain and continually improve the Quickbooks Online accounting system, including the Chart of Accounts, customer and vendor records, account structures, and financial reporting to support accurate job costing and management decision-making
• Evaluate, develop, document, and improve accounting processes, internal controls, and Standard Operating Procedures (SOPs) to increase efficiency, accuracy, and consistency
• Manage accounts payable and accounts receivable functions, including preparing customer invoices, receiving and applying customer payments, recording deposits, processing vendor and subcontractor invoices, reviewing invoices and change order requests against supporting documentation, and coding transactions appropriately
• Manage company expenses: process receipts, track credit balances, and pay liabilities
• Review employee time entries, prepare payroll, file payroll tax reports, issue annual 1099s, and maintain all payroll and compliance documents alongside payroll service
• Match and categorize bank and credit card transactions, reconcile all bank accounts, credit cards, and other balance sheet accounts, and prepare monthly journal entries, including intercompany reconciliations
• Complete month-end and year-end accounting procedures; maintain complete, organized, and audit-ready financial records; and prepare documentation required for CPA reporting, tax filings, insurance audits, workers' compensation audits, financial reviews, lender requests, and other compliance requirements.
• Prepare regular financial reports for ownership, including financial statements, budget-vs-actual comparisons, cash flow summaries, labor burden costs, and other management reports as needed
• Analyze financial data, identify discrepancies, trends, or opportunities for improvement, and proactively provide recommendations
• Serve as the company's accounting subject matter expert by identifying accounting issues, recommending best practices, and proactively improving financial systems, reporting, and internal processes.
• Serve as the primary accounting contact for the company’s CPA
• Make physical check deposits at the bank as needed
• These responsibilities are the core of your job; however, you may be asked to perform tasks outside of the above to maintain optimal company and job coordination.

Job Skills & Qualifications

• 5+ years of 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
• Reliable transportation for occasional bank and post office errands
• This list outlines the core skills required; however, you may occasionally be asked to support additional tasks to ensure smooth company operations and job coordination.

Compensation & Benefits

• This is a full-time position (35-40 hours per week) offering:
• Base pay $26.00-$33.00
• Paid Time Off: Up to 80 hours in the first year, increasing with tenure
• Paid holidays: 8 standard paid holidays plus 4 additional days between Christmas and New Year’s
• Health, dental, and vision insurance
• Retirement plan with company matching 3%
• Professional development opportunities

Employee Discounts & Perks

• 10% above cost on lumber at O’Brien Hardwoods.
• 15% discount at Carhartt
• Access to Portland Sea Dogs tickets
• Corporate sponsorship at Val Halla Golf Course in Cumberland, Maine
• Positive Work Environment with a supportive team