Office Manager

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 Procurates office supplies to ensure adequate stock Troubleshoots technology issues in the office and/or coordinates 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) Invoicing and Financial Administration 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 Manages company expenses: processes receipts, tracks credit balances, and pays liabilities Makes physical check deposits at the bank as needed Prepares monthly journal entries to reconcile intercompany transactions between construction and retail divisions Assists 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 Matches and categorizes bank and credit card transactions daily in QuickBooks Online 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 Creates and maintains 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 record‑keeping skills, including digital and physical file management Excellent written and verbal communication skills Reliable transportation for occasional bank and post office errands Compensation and Benefits Full‑time position (35‑40 hours per week) with a base pay range of $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% Employee discounts & perks: 10% above cost on lumber at O’Brien Hardwoods Access to Portland Sea Dogs tickets Positive work environment with a supportive team #J-18808-Ljbffr Yestermorrow Design/Build School