Office Manager/Controller at Babtain

Newark, New Jersey, United States -

Full Time

Start Date

Immediate

Expiry Date

16 May, 26

Salary

70000.0

Posted On

15 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Job Costing, Accounting Integrity, Payroll Processing, Subcontractor Compliance, Office Oversight, QuickBooks, RMS, WIP Reporting, AR/AP Management, Margin Tracking, Financial Record Keeping, Attention To Detail, Organizational Skills, Process Improvement, Insurance Billing, Professional Communication

Industry

Description

Benefits: Veteran-operated 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 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.

Responsibilities

This role serves as the financial and operational backbone, primarily responsible for owning job costing accuracy, accounting integrity, payroll processing, and subcontractor compliance. The position also involves managing daily office operations when the General Manager is absent and improving overall workflow efficiency.