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
• Manage the accounts receivable remote deposit process and ensure deposits are recorded accurately and promptly.
• Reconcile the company checking account daily and credit card accounts monthly, identifying and resolving discrepancies.
• Assist Project Managers with labor allocation and job costing to support accurate project financial reporting.
• Collaborate with departments across the company and coordinate vendor communications to keep financial and operational activities moving efficiently.
• Own day-to-day office administration and coordination.

Skillcloud has been engaged to manage this search. NO PHONE CALLS OR RECRUITERS PLEASE

Portland Pump Company (PPC) specializes in facility construction, petroleum equipment, and 24-hour repair service for Petroleum Handling Facilities across the Northeast. Established in 1938, PPC is renowned for building, servicing, and equipping gasoline stations, diesel terminals, petroleum bulk plants, and heating oil systems.

I certify that the information contained in this application and resume is accurate and complete to the best of my knowledge. I understand that providing false, misleading, or incomplete information may result in the denial of employment or termination of employment if hired.

Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, familial status, age, physical or mental disability, pregnancy, sexual orientation, gender identity, genetic information, veteran status, or any other characteristic protected by law.