Maine Custom Woodlands — Finance & Operations Coordinator
About us
Maine Custom Woodlands is a family-owned forestry and excavation company in Durham, Maine, serving landowners across south-central and mid-coast Maine. We run forestry operations, a trucking company, and we're starting up a sawmill. We're growing, and the way we run the business behind the scenes needs to grow with us. Learn more at mainecustomwoodlands.com.
The opportunity
This is not just a data entry job. We're looking for someone to take real ownership of how our finance and office operations are run.
You'll start by taking the day-to-day financial and administrative work off our VP of Internal Operations so she can focus on higher-level initiatives. That's the immediate job. But it's the floor, not the ceiling. As you master the work and prove you can run it, the path is open to take on more of the finance function over time, such as when our sawmill becomes operational, to help run its books and an opportunity to build out a team of your own. How far this role goes is largely up to the person in it, making it an exciting opportunity for an ambitious individual.
The responsibilities
You will be a part of an office team. In this team each member has their own responsibilities as well as shared responsibilities. We're describing these as things you'll collaborate on for office understanding and efficiency, and things you'll own. We're not looking for someone to wait for a task list; we're looking for someone who takes a process and runs it well.
Collaborate:
- Timber and load-slip data (Woody). Collect, organize, and enter load slips; compile landowner information for the finance lead. You own the accuracy and the flow.
- Fuel tracking and fuel-tax reporting. Track on- and off-road fuel use and prepare state excise and sales tax data for returns.
- Payroll support. Collect and prepare time and payroll data for review and processing.
- Office operations. Support vendors, employees, and clients; help onboard new employees to our systems.
Own:
- AP and AR bookkeeping (QuickBooks). Enter vendor bills and generate customer invoices, accurately and on time.
- Compliance paperwork. Assemble and keep current the registrations, permits, inspections, insurance applications, and tax-prep documents.
- Reporting. Build and maintain the weekly and monthly reports the team relies on and make them better over time.
What we're looking for
- An “owner”, not an order-taker. You take responsibility for an area and don't need to be chased. When something's off, you flag it early and bring a fix, not just the problem.
- A process-improver. You notice manual, clunky, or duplicated work and you streamline it. You're happiest when you leave a process better than you found it.
- Strong with the tools. Solid QuickBooks skills and genuine Excel / Microsoft 365 ability. Comfort building a clean spreadsheet or a report from scratch.
- Accurate and organized. You pay attention to every detail to make sure the numbers are right and the paperwork is current.
- Discreet. You'll handle sensitive financial and personnel information and treat it that way.
- Thrives in a small business atmosphere. This is a family business. Communication is straightforward, and the work is hands-on.
- Wants to grow. The candidate who's excited by the potential growth path is the one we want.
Prior office and bookkeeping experience required, and a basic knowledge of business financial processes is expected. A degree in finance or business administration is a strong plus.
The details
Full-time, Monday–Friday, in office in Durham, ME, with some flexibility on daily hours. Benefits include paid holidays, paid time off, and health insurance.
The growth path potential
- Now: Own the transactional finance and office work. Find and fix the manual, hand-tracked, and double-entered processes.
- Next: Once you prove out, take on more of the finance function — deeper bookkeeping, closing routines, more of the reporting and analysis.
- Later: As the sawmill comes online, help run its books, and grow into leading that finance work and building a small team.
Benefits:
- Health insurance
- Paid time off
Work Location: In person
