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
• Valid driver's license

COMPENSATION & BENEFITS

• Salary: $65,000 - $72,000 annually
• Performance-based bonus opportunities
• Paid training and professional development
• Leadership development opportunities
• Supportive, mission-driven culture
• PTO and Paid Holidays

WHO THIS ROLE IS NOT FOR

• Someone early in their career
• Someone uncomfortable with accountability
• Someone who needs rigid structure handed to them
• Someone who avoids financial responsibility

WHY PAUL DAVIS

Paul Davis exists to help people put their lives back together after disaster. This role is central to making that mission possible - financially, operationally, and ethically.

We support and hire Veterans and we are an Equal Opportunity Employer!