Office Manager Finance Administration

About the Position

Integrated Restoration is looking for a hands-on Office Manager to lead the day-to-day Finance and Administration function of our restoration business. This person keeps financial processing, payroll administration, records, compliance, and office workflows accurate, current, and dependable. The role works closely with company leadership, project managers, field leaders, and our outside accounting, HR, and compliance partners.

This is a working manager position with one direct report. The Office Manager owns the Finance and Administration seat in EOS (Entrepreneurial Operating System), including the weekly scorecard, assigned Rocks, Issues, and documented processes. This is not a controller or CFO role; financial strategy, tax, and controller-level decisions remain with leadership and outside accounting partners.

Own the Finance and Administration seat in EOS. Keep the weekly scorecard current, lead assigned Rocks and Issues, and maintain documented processes and backup coverage for critical work.

Maintain Quick Books Online, deposits, transaction coding, reconciliations, and reporting needed for budgeting and month-end review. Review Positive Pay and bank activity and escalated anything unexpected or unauthorized.

Process vendor and subcontractor bills with the required approval, job code, and cost code. Maintain W-9s, insurance, BWC, agreements, 1099 records, and company renewal deadlines.

Review completed billing packages and create, post, and send approved invoices. Confirm required payment documentation before a job is released, and identify the exact blocker and responsible owner when work cannot move forward.

Post customer payments and keep balances, payment plans, lien dates, aging notes, and A/R worklists accurate. Support the designated A/R owner and operational leaders with reliable records and follow-up coordination.

Verify time entries, job assignments, overtime, bonuses, deductions, and approvals, then process payroll accurately and on time through GMS.

Coordinate recruiting and onboarding administration, including approved offer letters, background checks, GMS setup, Form I-9 and handbook documentation, payroll setup, and employee records.

Answer and route incoming calls, capture complete new-claim information, and create accurate jobs in DASH, Xact Analysis, TPA portals, and related systems.

Supervise one administrative team member, set clear priorities and standards, provide coaching, and maintain cross-training for essential office work.

Maintain secure digital and physical records, office supplies, mail, service vendors, meetings, company events, and routine administrative workflows.

At least three years of experience in office management, bookkeeping, finance administration, or a comparable small-business role with hands‑on A/P, payroll, reconciliation, and A/R support responsibilities.

Strong working knowledge of Quick Books Online, including transaction coding, bank feeds, invoicing, payments, and reconciliation support.

Experience supervising or coordinating administrative work and holding others accountable for deadlines, accuracy, and follow-through.

The ability to read basic financial and job‑cost reports, identify discrepancies, and explain important exceptions clearly.

Strong organization, accuracy, written communication, follow-through, and the ability to protect daily deadlines while handling calls and interruptions.

Professional judgment, discretion, and the confidence to enforce approved processes, request missing information, and raise problems early.

A service‑minded approach and comfort using cloud‑based systems, electronic records, vendor portals, and new technology.

Experience in insurance restoration, construction, property services, or another project‑based business is preferred. EOS, DASH, Xact Analysis, TPA portals, GMS, Positive Pay, job costing, vendor compliance, BWC, and 1099 experience is helpful. A related degree is preferred, but equivalent practical experience will be considered.

The Finance and Administration scorecard is current before each EOS meeting,…