Office Manager / Controller
Reports To: General ManagerLocation: Newark (Ironbound), NJCompany: Paul Davis Restoration of East Essex County, NJPosition Summary
The Office Manager / Controller is the financial and operational backbone of Paul Davis Restoration of East Essex County. This role owns job costing accuracy, accounting integrity, payroll processing, subcontractor compliance, and office oversight.This position requires a high level of accountability, exceptional attention to detail, and strong organizational skills. You will work directly with the General Manager and play a pivotal role in ensuring profitability, operational efficiency, and brand excellence.
Core Responsibilities
Financial & Job Cost Leadership
Manage all phases of job costing in RMS and QuickBooks Ensure accurate WIP reporting, AR/AP management, and margin tracking Maintain all accounting and financial records in coordination with CPA Process payroll and manage timesheet entry Monitor job profitability and identify discrepanciesOperational Oversight Manage daily office operations when the General Manager is unavailable Maintain subcontractor compliance (COIs, Workers Comp, Safety Certificates) Improve systems, processes, and workflow efficiency Support insurance billing documentation and carrier requirementsCommunication & Brand Representation Build professional rapport with carriers, adjusters, vendors, subcontractors, and customers Communicate with empathy and urgency during stressful client situations Represent the Paul Davis brand with professionalism and integrityPerformance Expectations & Key Performance Indicators (KPIs)
Financial Accuracy & Control
98%+ job costing accuracy Monthly financial reports delivered by the 4th business day Zero missed payroll cycles AR aging maintained within company targets 100% current subcontractor compliance documentationProfitability & Margin Oversight Jobs closed within 5 business days of completion Weekly margin variance review Cost overruns reported within 48 hours Accurate monthly WIP reportingOperational Excellence Accurate and timely payroll processing Compliance documents updated prior to expiration Minimum one documented process improvement per quarter Complete and accurate insurance billing submissions90-Day Success Benchmarks
First 30 Days: RMS training completed, understand job lifecycle, process payroll independently60 Days: Manage job costing independently, deliver financial reporting, monitor AR/AP proactively90 Days: Operate office independently when GM unavailable, produce accurate monthly financial package, protect job margins proactively
Qualifications
Strong understanding of accounting fundamentals (debits and credits required) Proficient in QuickBooks (RMS preferred) Highly organized with strong attention to detail Able to perform in fast-paced, high-pressure environments Strong professional communication skills Self-starter with leadership mentalityCompensation & Benefits Base Salary: $45,000 – $70,000 based on experience. Profit sharing based on performance Profit sharing based on performance Leadership development opportunities Monthly cross-training Paid training Health, dental, and vision insurance Strong team cultureCompany Values
- Deliver what you promise- Respect the individual- Have pride in what you do- Practice continuous improvement.
Vision: To provide extraordinary care while serving people in their time of need.Mission: To provide opportunities for great people to deliver "Best in Class" results.We proudly hire Veterans and are an Equal Opportunity Employer.
Since 1966, Paul Davis has been an industry leader in the areas of property damage mitigation, reconstruction and remodeling. With more than 370 offices in our franchise network, the company serves residential, institutional, and commercial customers and clients across the United States and Canada.
We have built our heritage one project at a time, establishing a reputation for performance, integrity and responsibility among customers and carriers alike. Whether property damage is caused by water, fire, smoke, storms or other disasters, we deliver on our promise to deliver excellence, expertise and a customer experience that is second to none. At Paul Davis, our passion for quality drives everything we do.
Our Vision:
To Provide Extraordinary Care While Serving People In Their Time Of Need.
Our Values:
Deliver What You Promise
Respect The Individual
Have Pride In What You Do
Practice Continuous Improvement
Our Mission:
To provide opportunities for great people to deliver Best in Class results
