Finance/Admin Manager (Property Restoration Industry)

Benefits:

• Bonus based on performance
• Competitive salary
• Free food & snacks
• Opportunity for advancement
• Paid time off
• Training & development

Paul Davis of West L.A is seeking a highly capable  Finance/Admin Manager to stabilize and run the operational and financial backbone of our restoration business.

This role owns job costing, QuickBooks, office operations, A/R, A/P, payroll coordination, and systems management. You will work directly with ownership and play a critical role in restoring order, accuracy, and predictability.

This is not a traditional “office admin” role.

This person acts as:

·       The operational backbone of the company

·       The financial gatekeeper for job costing and cash flow

·       The systems owner for RMS, QuickBooks, payroll, and reporting

·       The calm center for customers, staff, and ownership

If you thrive in complexity, can build systems while running them, and take pride in accuracy and follow-through, this role is for you.

CORE OUTCOMES (WHAT SUCCESS LOOKS LIKE)

Within the first 90 days, this person will:

·       Ensure accurate job costing on 100% of jobs

·       Maintain clean, current QuickBooks and RMS data

·       Improve cash flow visibility and A/R follow-up

·       Reduce owner involvement in day-to-day operations

·       Create predictable, professional office operations


KEY RESPONSIBILITIES


1. Financial Operations & Job Costing (Primary)·       Own job costing from open to close in RMS and QuickBooks

·       Ensure all costs, labor, subs, and materials are properly allocated

·       Manage WIP entries, monthly job cost reviews, and variance tracking

·       Partner with CPA/bookkeeper on month-end close and reconciliations

·       Maintain financial integrity and audit readiness



2. Office & Systems Management·       Manage daily office operations and workflows

·       Serve as the systems owner for RMS, QuickBooks, payroll, and reporting

·       Ensure data accuracy across all platforms

·       Improve and document processes as the company scales

·       Step in as acting operations lead when ownership is unavailable



3. Accounts Payable / Accounts Receivable·       Process A/P and A/R with urgency and accuracy

·       Track outstanding invoices and follow up consistently

·       Support collections while maintaining strong customer relationships

·       Coordinate with insurance carriers and adjusters as needed



4. Customer & Stakeholder Communication·       Serve as a professional, empathetic point of contact for customers

·       Communicate with insurance carriers, adjusters, vendors, and subcontractors

·       Maintain urgency and compassion during customer interactions

·       Represent the Paul Davis brand with professionalism and care



5. Payroll & HR Coordination·       Enter and verify timesheets

·       Process payroll accurately and on time

·       Act as liaison with HR provider

·       Maintain employee records and compliance documentation

·       Track and verify subcontractor insurance and safety certifications


WHO YOU ARE (THIS MATTERS)

You are:

·       Organized, grounded, and unflappable

·       Financially literate — debits, credits, job costing make sense to you

·       Systems-minded and technologically fluent

·       Comfortable in a startup-like environment with imperfect systems

·       Able to say “this isn’t working” and help fix it

·       Empathetic with customers, firm with numbers

You do not need hand-holding.
You do need ownership and accountability.


REQUIRED QUALIFICATIONS

·       3–5+ years in operations, job cost accounting, or office management

·       Strong QuickBooks experience (non-negotiable)

·       Job costing experience (construction/restoration preferred)

·       RMS or similar system experience strongly preferred

·       Excellent written and verbal communication skills

·       High attention to detail with the ability to prioritize

·       English required; Spanish a plus