Finance/Admin Manager (Property Restoration Industry)

Job Description

Job DescriptionPaul 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!