Office Manager / Creative Admin

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 #J-18808-Ljbffr