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Office Administrator
Job Description
Indefinite Long Term Temporary - to 24 months
POSITION SUMMARY
The Office Administrator / Contracting Analyst is responsible for making sure contracts and purchase orders are efficiently administered to contain costs and reduce corporate risk. Assist in accounting and general reporting functions ensuring accuracy and timeliness. Take on special projects and tasks as needed. This is an in-person, long-term temporary position located in our South Portland, ME offices. The successful candidate must be dependable and flexible.
KEY RESPONSIBILITIES
Contract administration for Portland and Montreal offices:
· Coordinate initiation of contracts, bids, annual renewals, work orders
· Tracking and reporting of metrics
· Coordinate Drug and Alcohol Program reviews for contractors
Procurement activities including purchase order management
· Coordinate shipments of goods with vendors and Customs
· Prepare and maintain all Customs documentation
Fixed Asset Maintenance
· Maintain access database and prepare quarterly reconciliation of Fixed Asset activity
· Maintain logs and monthly reports
· Prepare annual capital cost statements and maintain expense and capital project documentation
· Reconcile inventory account and prepare monthly journal entry
Accounts Receivable preparation
· Prepare monthly invoices for customers
EDUCATION, EXPERIENCE AND QUALIFICATIONS
· Bachelor’s Degree with a knowledge of accounting concepts and business controls principles
· 3-5 years of relevant experience in office administration, contract management or accounting
Job Type: Full-time
Pay: $30.00 - $35.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
Schedule:
- Day shift
- Monday to Friday
Work Location: In person
Meet Your Recruiter
Deb Jabine
Vice President & Senior Recruiter
Fifteen years ago, Deborah learned that exceptional recruiting isn't about the quantity of candidates presented—it's about the quality of matches made through meticulous assessment and genuine partnership. With her CPC certification and unwavering commitment to excellence, she's successfully delivered over 800 strategic hires while maintaining an impressive 92% client satisfaction rate across diverse industries. Rather than following the typical "headhunter" approach, she's built her practice around authentic client partnerships. Deborah's thorough methodology includes meeting every candidate face-to-face and conducting comprehensive assessments, a method that has reduced clients' average hiring cycles by 35% while dramatically increasing new hire quality and retention.
Her diverse industry experience spans law, financial services, and beyond, but she's particularly effective in legal and accounting sectors where her background provides invaluable insight into firm dynamics and technical hiring requirements. What drives her exceptional client service is a genuine investment in long-term success, treating every search as a strategic partnership rather than a simple transaction. When she's not delivering perfect-fit candidates, you'll find this dedicated professional hitting Maine's running trails with the same persistence and endurance she brings to finding your ideal hire. Deborah spends her free time enjoying her family and a coastal lifestyle, which includes swimming in the ocean from April to October!
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