Office Manager

Office Manager

Portland, ME

O’Brien Wood & Iron is a full-service building company specializing in high performance new construction, additions, remodels, restorations, and custom woodworking. Based in Portland, Maine, we are dedicated to delivering high-quality craftsmanship with exceptional customer service and attention to detail.

We are currently looking for an Office Manager to join our growing team.

Job Summary:

The Office Manager keeps the office and communication functions running smoothly and efficiently. The role of the Office Manager is to ensure that all team members have access to the resources and information they need to perform their jobs and support O’Brien Wood & Iron and O’Brien Hardwoods operations. Bookkeeping is also a responsibility of the Office Manager so as to collect, track, and communicate financial information that is essential to running a profitable business and meeting all legal and tax obligations.

Job Responsibilities:

Communications

Manages and files company documents for quick retrieval as needed

Sends cards, gifts, or flowers as appropriate for births, weddings, bereavements, etc. on behalf of O’Brien Wood & Iron.

Plans and coordinates employee celebrations and company events

Maintains employee contact information and birthday list

Office and systems

Maintains professional appearance and cleanliness of the office

Procures office supplies to always ensure adequate stock

Troubleshoots technology issues in the office and/or coordinating with IT support as needed

Develops standard company forms and templates

Distributes incoming mail daily and prepares outgoing mail and shipments

Maintains necessary subcontractor insurance forms, certificates of independent subcontractor status forms, W-4 forms, etc.

Prepares documentation for liability and workers’ compensation insurance audits

Human resources

Fields HR questions and manages employee benefits

Keeps personnel files for all employees complete and up to date

Assists hiring activities including posting job openings, screening candidates, distributing resumes, and coordinating interview appointments

Processes necessary paperwork (e.g., tax forms, benefits enrollment)

Bookkeeping

Manages invoices: prepares and sends customer invoices; tracks and processes invoices for subcontractors and material providers; reviews invoices and change order requests against contract documents; codes invoices to expense categories

Manage company expenses: process receipts, track credit balances, and pay liabilities

Make physical check deposits at the bank as needed

Prepare monthly journal entries to reconcile intercompany transactions between construction and retail divisions

Assist with financial tracking of project allowances and change orders

Tracks employee time entries and prepares payroll

Enters vendor bills and prepares payment checks for signature on a weekly basis

Receives payments and records deposits

Reconciles bank accounts and credit cards monthly

Match and categorize bank and credit card transactions daily in QuickBooks Online

Files quarterly payroll taxes

Prepares books for Accountant to do annual tax return

Prepares documentation for tax and insurance filings

Produces regular financial reports for owner review including job cost estimate vs. actuals; job profitability reports; P&L budget vs. actuals; revenue projections; dashboard metrics

Supports creation of annual operating budget and burdened labor costs for Owner review

Tracks past due receivables and works with the Production Manager on collection strategies

Create and maintain financial SOPs

Issues 1099s as needed

Job Skills & Qualifications:

-3+ years of bookkeeping experience, preferably in construction, retail, manufacturing, or a multi-entity business

-Proficiency with QuickBooks Online accounting software and Google Workspace

-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

-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

Compensation & Benefits:

This is a full-time position (35-40 hours per week) offering:

Base pay 55,000 - 68,000

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 Sea Dogs tickets

Corporate sponsorship at Val Halla Golf Course in Cumberland, Maine

Positive Work Environment with a supportive team

How to Apply

Interested candidates should submit the following:

Cover Letter

Resume

Three professional references with contact information

We will contact qualified applicants to arrange interviews. Work can begin immediately for the right candidate.