Job Description

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!
Compensation: $65,000.00 - $72,000.00 per year

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