Office Manager/Bookkeeper

Job Summary: We are seeking a detail-oriented and organized Office Manager to oversee various financial tasks, including payables, receivables, banking, intercompany transfers, and general office support for five companies. The ideal candidate will possess strong communication skills and the ability to handle multiple responsibilities efficiently. They should be capable of working independently while contributing to a team environment with professionalism, enthusiasm, and efficiency. Preferred qualifications include self-direction and strong problem-solving skills.

Key Responsibilities:

Payables:

• Gather, cross-reference, and enter invoices.
• Correspond with vendors for changes, copies, and request statements.
• Process bi-weekly payments.
• Handle W-9 forms for new customers.

Receivables:

• Email invoices daily.
• Record payments.
• Correspond with customers.
• Prepare bi-weekly statements.
• Generate receivables reports for Rick.

Banking:

• Record and scan deposits.

Intercompany Transfers:

• Perform weekly transfers.
• Conduct end-of-month transfers.

Landings:

• Record harvester landings and purchases through SAFIS weekly.

Licensing:

• Manage annual and biennial state and federal licensing.

Support for Restaurants, SB, Upstream:

• Stay informed about activities at each location.
• Research questions related to past expenses, projects, etc.
• Provide general office support, including ordering supplies and fielding phone calls.
• Assist with systems engineering tasks such as upgrades, installs, projects, and check-ins.

Action Items:

• Reconcile daily sales reports.
• Reconcile and record gift certificates.
• Reconcile petty cash.
• Manage EFTs for the inventory program.
• Handle ACH for monthly recurring payments for all five entities.
• Perform end-of-month intercompany transfers.
• Manage personal property tax and use tax.
• Reconcile credit card statements.
• Oversee registration and inspection for all vehicles.

Qualifications:

• Proven experience in payables and receivables management.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in Sage financial software and Microsoft Office Suite.
• Attention to detail and accuracy.
• Ability to think critically and solve problems

Job Type: Full-time

Pay: From $28.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Portland, ME 04101 (Preferred)

Ability to Relocate:

• Portland, ME 04101: Relocate before starting work (Preferred)

Work Location: In person

Salary : $28