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.
