Office Manager/Controller

Job Description

Job Description

Benefits:

• 401(k)
• Competitive salary
• Dental insurance
• Free uniforms
• Health insurance
• Profit sharing

Office Manager / Controller
Reports To: General Manager
Location: Newark (Ironbound), NJ
Company: Paul Davis Restoration of East Essex County, NJ

Position 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 discrepancies

Operational 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 requirements

Communication & 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 integrity

Performance 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 documentation

Profitability & Margin Oversight
Jobs closed within 5 business days of completion
Weekly margin variance review
Cost overruns reported within 48 hours
Accurate monthly WIP reporting

Operational Excellence
Accurate and timely payroll processing
Compliance documents updated prior to expiration
Minimum one documented process improvement per quarter
Complete and accurate insurance billing submissions

90-Day Success Benchmarks
First 30 Days: RMS training completed, understand job lifecycle, process payroll independently
60 Days: Manage job costing independently, deliver financial reporting, monitor AR/AP proactively
90 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 mentality

Compensation & 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 culture

Company 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.