Office Manager & Accounting Specialist

Office Manager & Accounting Specialist
Full-time | Hourly | In-person

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 & Accounting Specialist to join our growing team.

Job Summary:

This is a varied, hands-on role for someone who enjoys staying organized, solving problems, and making sure the details are taken care of. The Office Manager & Accounting Specialist supports the day-to-day administrative, HR, and accounting functions of the company and helps keep our office and financial systems organized and running smoothly.

This person will maintain accurate financial records, process accounts payable and receivable, support payroll and compliance, maintain QuickBooks Online, assist with financial reporting, and coordinate with our CPA, payroll provider, and other outside professionals. The role also includes maintaining office systems, employee records, subcontractor documentation, and other administrative processes that support the day-to-day operations of the company.

We're looking for someone who is comfortable working independently, takes ownership of their work, pays close attention to detail, and enjoys finding ways to make systems and processes more efficient. This role works closely with company leadership, providing accurate and timely information that supports financial analysis, planning, and decision-making.

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

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.