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

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