Office Manager & Accounting Specialist

O'Brien Wood and Iron•Portland, OR

6d•$26 - $33•Onsite

About The Position

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. 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.

Requirements

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

Responsibilities

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
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.
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
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

Benefits

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
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