Office Manager & Accounting Specialist

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 Quick Books 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.

This person will help work closely with company leadership to provide accurate and timely information that supports financial analysis, planning, and decision-making.

• 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…