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
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.