Office/Business Manager
Maine Passive House is hiring an Office Manager to start immediately. This position has the potential to become a Business Manager position, should your experience and interest align.
A national leader in Passive House construction, Maine Passive House specializes in new construction, retrofit, and light commercial projects that incorporate sustainable materials, low energy use and net-zero energy. We are passionate about improving the built environment in a way that honors all stakeholder relationships.
We are a worker owned cooperative and benefit corporation. We value diversity in our company and encourage people of color, women, and LGBTQ individuals to apply. Compensation range is $25-35/hr to start (pay based on experience and abilities), plus paid holidays and vacation, health insurance, retirement benefits, life insurance, short and long-term disability insurance, and a continued education stipend.
General Description: The Office Manager is the first point of contact for the company and keeps the office and financial functions running smoothly and efficiently.
Approximately 30-40 hours per week, workload flexible.
Option to work a portion of your hours remotely.
Major Job Activities/Responsibilities: The Office Manager is responsible for answering incoming phone calls and emails, bookkeeping and payroll management, keeping up to date personnel files for all employees, organizing client and subcontractor contracts, developing standard company forms and templates, implementing marketing initiatives, and procuring office supplies. You are the glue that holds the company together, and are responsible for the rest of the company’s efficiency as you manage our vendors and the resources they provide to get our work done (computer, phone, supplies, etc.).
Responsibilities:
Run biweekly payroll.
General bookkeeping including reconciliation of accounts.
Prepare customer invoices and receive payments.
Track estimated to actual job costs on a bi-weekly basis.
Generate and analyze monthly financial reports.
Prepare books for Accountant to complete annual tax return.
Track and process vendor bills.
Gather necessary subcontractor insurance forms, certificates of independent subcontractor status forms, W-4 forms, and contracts.
Set up new employees, file necessary paperwork, track benefits.
Share new forms/procedures/policies/trainings at company meetings and/or via text or email to crew.
Maintain and update Employee Handbook.
Maintain employee phone and birthday list.
Obtain office supplies.
Open, distribute incoming mail daily, prepare outgoing mail, maintain mail supplies (labels, envelopes, postage).
Answer phones; copy, scan and file documents; greet and direct visitors; maintain professional appearance of the office.
Collect and analyze job leads.
Coordinate Workers Compensation and General Liability audits, quotes, and claims.
Assist in producing Homeowner Manual for each project.
Assist with marketing initiatives under the direction of the marketing manager, including compiling newsletter content, website updates, and social media posts.
Troubleshoot technology issues in the office and/or coordinate with IT support as needed.
Qualifications:
Computer background with experience in Quickbooks, word processing, and spreadsheets.
Strong oral and written communication skills.
Excellent problem-solving ability.
Highly organized.
Ability to manage a multitude of tasks simultaneously.
Critical thinking skills.
Professional decorum.
We feel it is important that your work life does not conflict with your life outside of work. Just as we hope you will be invested in our company, we will prioritize supporting your job aspirations and work life balance. We have a diverse crew with very little turnover, we laugh a lot, and enjoy our work.
How to Apply: Please provide a cover letter, resume, and 2-3 references with phone numbers. Email to: info@mainepassivehouse.com.
We look forward to hearing from you!