Office Manager

Direct Hire Scarborough, Maine

• Location: Scarborough, Maine
• Type: Direct Hire
• Job #19790

Our client, a well-established and growing mechanical contractor in Southern Maine, is seeking an experienced Office Manager to join their team.
We are seeking a dedicated, energetic, experienced and detail-oriented Office Manager to support this growing company in day-to-day office operations and bookkeeping. This is a great opportunity to work in a supportive and collaborative environment and have the ability to grow and develop.
Key Responsibilities:

• Open and sort incoming mail.
• Allocate all bills by project for accurate record-keeping.
• Justify credit card expenses by aligning them with specific projects.
• Serve as a repository for contracts, vendor information, subcontractor details, etc.
• Create and maintain job folders with documentation of hours worked, customer billing, and all job-related expenses.
• Manage weekly payroll submissions to the payroll company based on individual timesheets.
• Provide light Human Resources support, including tracking vacation days, processing new hire paperwork, and interfacing with payroll, 401k, insurance, etc.
• Assist the owner with scheduling and light correspondence support.
• Manage Accounts Receivable (AR) by following up with clients for timely payments without engaging in collections.
• Handle check deposits at the bank.
• Manage the payment of bills, matching vendor and subcontractor invoices to client payments, and preparing checks or ACH payments for signature and mailing.

Qualifications:

• Strong attention to detail and organizational skills.
• Proficient in Microsoft Office Suite; experience with QuickBooks is a must.
• Excellent communication skills for correspondence and coordination tasks.
• Ability to manage multiple tasks and prioritize effectively.
• A background in office administration and bookkeeping.

Compensation includes competitive salary and benefits.
This is a fully in-office position.

ProSearch is proud to be an affirmative action / equal opportunity employer. All qualified applicants will receive consideration without regard to race, creed, gender/sex, marital status, sexual orientation, citizenship status, color, religion, national origin, age, disability, veteran status, or any other status protected under local, state, or federal laws.