Office Manager

Direct Hire Westbrook, Maine

• Location: Westbrook, Maine
• Type: Direct Hire
• Job #20894

Ready to take your next step as an Office Manager, Bookkeeper, or Business Operations professional in Westbrook, Maine? Do you thrive on being the person who keeps a business moving forward? Do you enjoy balancing office management, bookkeeping, customer service, operations, and financial reporting while supporting both employees and customers in a fast-paced environment? If you're energized by coordinating schedules, solving problems, and helping teams succeed, ProSearch is partnering with a growing company to find a highly organized professional who can drive efficiency, support profitability, and deliver exceptional customer experience. This Office Manager role combines office management, bookkeeping, QuickBooks administration, accounts payable, accounts receivable, financial reporting, customer service, and business operations leadership, making it an ideal opportunity for someone who wants to make a meaningful impact across every area of the business.


This full-time, onsite opportunity is ideal for someone who enjoys variety in their day, takes pride in keeping a business running smoothly, and thrives in a role that combines financial management, human resources support, operations coordination, and customer service leadership. You'll play a central role in the company's success while working closely with both internal teams and customers.



Compensation: $70,000 - $80,000 annually JOB MISSION


To provide operational oversight and financial management for our client with the goal of maximizing profit, ensuring regulatory compliance, delivering accurate and reliable financial reports while making sure the company delivers extraordinary customer experience throughout the sales and production cycles.



KEY ACCOUNTABILITIES

Financial Management & Bookkeeping - 30%

• Manage daily bookkeeping activities, including income and expense tracking
• Oversee accounts receivable and accounts payable processes
• Maintain and manage QuickBooks records and reporting
• Support month-end close by providing financial data within required timelines
• Prepare weekly flash reports, avoidable cost reports, and key performance metrics
• Manage job costing and project closeouts
• Support profitability through accurate financial reporting and operational insights

Human Resources - 20%

• Process subcontractor payments
• Coordinate applicant background checks
• Maintain subcontractor records and documentation

Operations & Compliance - 20%

• Manage vendor relationships and communications
• Collect, organize, and maintain EPA RRP Lead Safe compliance documentation
• Support operational processes and continuous improvement efforts

Customer Experience - 20%

• Schedule sales appointments generated through phone and email inquiries
• Support customer communications throughout project execution
• Help ensure timely resolution of customer concerns and questions
• Contribute to a positive, professional, customer-first experience

Marketing & Administration - 10%

• Assist with content and information for company newsletters
• Maintain before-and-after project photography records
• Coordinate office supplies, equipment, and facility need
• Support employee appreciation initiatives and company events
• Manage incoming and outgoing mail

WHAT WE ARE LOOKING FOR

• Associate degree in a related field or equivalent professional experience
• 5+ years of experience in office management, financial administration, bookkeeping, or business operations
• Strong knowledge of bookkeeping principles and financial reporting
• Experience with QuickBooks and Microsoft Office
• Strong organizational and time management skills
• Experience managing multiple priorities in a fast-paced environment
• Excellent verbal and written communication skills
• Strong customer service, vendor management, and relationship-building abilities
• Ability to work independently while collaborating effectively with others

THE QUALITIES THAT WILL SET YOU APART


We're looking for someone who is:

• Highly organized and detail-oriented
  
  
• Proactive and self-directed
  
  
• Analytical and solutions-focused
  
  
• A strong communicator and relationship builder
  
  
• Dependable, accountable, and trustworthy
  
  
• Driven to exceed expectations
  
  
• Committed to quality and continuous improvement
  
  
• Adaptable, resourceful, and eager to learn
  
  

WHY WORK HERE


This is an opportunity to join a company that values professionalism, teamwork, accountability, and exceptional customer service.
You'll have the chance to make a visible impact across multiple areas of the business while working alongside a team that values collaboration, reliability, and doing great work for customers.



BENEFITS & COMPENSATION

• Competitive salary of $70,000-$80,000 annually depending on your experience and skills
• Full-time, onsite position in Westbrook, Maine
  
  
• Paid holidays, plus the potential for an additional paid holiday week between Christmas and New Year's
  
  
• Generous PTO program with up to 4 weeks based on tenure, with additional PTO consideration based on experience
  
  
• SIMPLE IRA with company match
  
  
• Health insurance contribution or qualifying coverage stipend
  
  
• Company-provided cell phone and computer
  
  
• Annual team bonus opportunity of up to $5,000 based on company performance
  
  
• Collaborative team environment with the opportunity to make a meaningful impact across the business
  
  

READY TO APPLY?


This role is ideal for those experienced in office management, accounting, or business operations, who also excel at financial administration, bookkeeping, customer service, and operations coordination and are looking for a meaningful opportunity to contribute to the success and growth of a local business.


If you're an experienced Office Manager in Westbrook, Maine who enjoys financial management, operations coordination, customer service, and creating organization from complexity, we'd love to hear from you.


Apply through ProSearch today to start a confidential conversation about this exciting opportunity.



Salary Range Disclaimer
The salary range for this role reflects the minimum and maximum compensation for the role. Offers are typically made between the range minimum and the range midpoint. Actual compensation will be determined based on job-related skills, experience, and expertise, as evaluated during the interview process. Compensation may also vary based on where a role is performed.


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