Office Manager

Ready to take your next step as an Office Manager, Bookkeeper, or Business Operations professional in Westbrook, Maine? Do you thrive on being the person who keeps a business moving forward? Do you enjoy balancing office management, bookkeeping, customer service, operations, and financial reporting while supporting both employees and customers in a fast-paced environment? If you're energized by coordinating schedules, solving problems, and helping teams succeed, Pro Search is partnering with a growing company to find a highly organized professional who can drive efficiency, support profitability, and deliver exceptional customer experience.

This Office Manager role combines office management, bookkeeping, Quick Books administration, accounts payable, accounts receivable, financial reporting, customer service, and business operations leadership, making it an ideal opportunity for someone who wants to make a meaningful impact across every area of the business.

This full-time, onsite opportunity is ideal for someone who enjoys variety in their day, takes pride in keeping a business running smoothly, and thrives in a role that combines financial management, human resources support, operations coordination, and customer service leadership. You'll play a central role in the company's success while working closely with both internal teams and customers.

Compensation: $70,000 - $80,000 annually

To provide operational oversight and financial management for our client with the goal of maximizing profit, ensuring regulatory compliance, delivering accurate and reliable financial reports while making sure the company delivers extraordinary customer experience throughout the sales and production cycles.

• Manage daily bookkeeping activities, including income and expense tracking
• Oversee accounts receivable and accounts payable processes
• Maintain and manage Quick Books records and reporting
• Support month-end close by providing financial data within required timelines
• Prepare weekly flash reports, avoidable cost reports, and key performance metrics
• Manage job costing and project closeouts
• Support profitability through accurate financial reporting and operational insights

• Process subcontractor payments
• Coordinate applicant background checks
• Maintain subcontractor records and documentation

• Manage vendor relationships and communications
• Collect, organize, and maintain EPA RRP Lead Safe compliance documentation
• Support operational processes and continuous improvement efforts

• Schedule sales appointments generated through phone and email inquiries
• Support customer communications throughout project execution
• Help ensure timely resolution of customer concerns and questions
• Contribute to a positive, professional, customer-first experience

• Assist with content and information for company newsletters
• Maintain before-and-after project photography records
• Coordinate office supplies, equipment, and facility need
• Support employee appreciation initiatives and company events
• Manage incoming and outgoing mail

• Associate degree in a related field or equivalent professional experience
• 5+ years of experience in office management, financial administration, bookkeeping, or business operations
• Strong knowledge of bookkeeping principles and financial reporting
• Experience with Quick Books and Microsoft Office
• Strong organizational and time management skills
• Experience managing multiple priorities in a fast-paced environment
• Excellent verbal and written communication skills
• Strong customer service, vendor management, and relationship-building abilities
• Ability to work independently while collaborating effectively with others

We're looking for someone who is:

• Highly organized and detail-oriented
• Proactive and self-directed
• Analytical and solutions-focused
• A strong communicator and relationship builder
• Dependable, accountable, and trustworthy
• Driven to exceed expectations
• Committed to quality and continuous improvement
• Adaptable, resourceful, and eager to learn

This is an…