Accounting and Office Administrator

Portland Pump Company

Accounting and Office Administrator

Scarborough, ME

Portland Pump Company is seeking an experienced Accounting and Office Operations Administratorto support the daily financial and administrative operations based in the Scarborough office.

This hands-on role largely manages the accounts payable activities, vendor statements, invoices, purchase orders, bank and credit card reconciliations, office functions, and general administrative needs.

The successful candidate will also collaborate across departments and assist Project Managers with labor allocation and job costing. This is an ideal opportunity for a highly organized, detail-oriented professional who can independently manage priorities, meet deadlines, and help improve processes in a fast-paced construction environment.

Qualifications:

• High school diploma or equivalent; an associate degree in accounting, office administration, or a related field is a plus.

• 5+ years of administrative experience, including strong accounts payable knowledge in a construction environment.

• Experience with accounts payable, accounts receivable, or general accounting.

• Experience using construction and accounting ERP software required; Jonas or MAS 90 is strongly preferred.

• Ability to Identify errors, resolve discrepancies, and follow through without repeated supervision

• Clear communication, strong organization, and careful attention to detail.

• Ability to manage changing priorities and meet deadlines.

• Working knowledge of Microsoft Outlook, Word, Excel, and PowerPoint.

Benefits of the Job:

• Salary starting at $75k

• Fully in office within a Monday- Friday work schedule

• Opportunity to independently manage workflow, bring creative process improvement solutions and be part of a fast-paced innovative environment.

• 11 Paid Holidays, plus early shut down for 2 additional holidays.

• Vacation and sick time

• Medical, Dental & Vision benefits

• 401(k)

• Educational assistance

Responsibilities:

• Manage daily accounts payable processing, including entering transactions and generating A/P statements and reports using the company’s accounting systems.

• Receive, review, and verify vendor invoices and requisitions for accuracy, required approvals, and supporting documentation before payment.

• Reconcile vendor statements, research discrepancies, maintain accurate vendor records, and communicate with vendors to resolve payment-related questions.

• Prepare and process vendor payments, including check runs, within the company’s accounting software and established payment schedules.

• Match POs, invoices, receipts, and project costs; investigate discrepancies