Office Manager - Accounting Specialist - 17096

Somewhere; A distancia; MXN 200,000 - 400,000; Jornada completa

Descripción de la vacante

A growing commercial HVAC contractor seeks a bilingual Office Manager Accounting Specialist to transition to internal finance and accounting functions, replacing outsourced services. Responsibilities include managing full-cycle accounting, payroll, and documentation to ensure compliance and efficiency. The ideal candidate will have strong QuickBooks proficiency and experience in service or construction business finance. This is a remote, full-time position requiring fluency in both English and Spanish.

Formación

• Proven experience managing full-cycle accounting independently for a service or construction business.
• Demonstrated ability to work remotely with minimal supervision and strong accountability.
• Experience building and documenting SOPs and scalable workflows.

Responsabilidades

• Lead the transition from outsourced bookkeeping to a fully internal finance function.
• Manage full-cycle accounting including AP, AR, payroll, and general ledger.
• Process payroll accurately and on time ensuring compliance.

Conocimientos

Fluent in English and Spanish

Strong proficiency in QuickBooks

Strong collections experience

High integrity and ownership mindset

Herramientas

QuickBooks

Knowify

Descripción del empleo

Employment Details

Priority Location: Latin America. Working Hours: 8AM - 5PM (Mon - Fri) CST. Salary Range: $ - $ USD per month (final offer at client’s discretion based on interview, skills, and experience). Type of contract: Independent Contractor. Type of job: Remote.

About the Role

We are a growing commercial HVAC contractor scaling from $3M to $6.5M in annual revenue. We are seeking a bilingual (English/Spanish), high-ownership Office Manager Accounting Specialist to fully internalize our finance and administrative functions and replace outsourced bookkeeping and payroll services.

Key Responsibilities

Accounting & Financial Operations

• Lead the transition from outsourced bookkeeping to a fully internal finance function.
• Manage full‑cycle accounting including Accounts Payable (AP), Accounts Receivable (AR), payroll, and general ledger.
• Maintain accurate job costing and Work‑In‑Progress (WIP) tracking aligned with Knowify and QuickBooks.
• Produce accurate monthly financial statements (P&L, Balance Sheet, Cash Flow) by the 10th of each month.
• Ensure labor costs, materials, and expenses are correctly coded to projects.
• Lead monthly financial statement meeting review with leadership.

Cash Flow & Collections

• Own A/R aging and lead proactive collections, including structured follow‑ups and escalation when required.
• Own A/P and communicate with vendors for prompt payments.
• Coordinate with project management to resolve billing disputes and payment delays.
• Prepare weekly cash flow forecasts showing expected collections, payroll, payables, and major purchases.
• Serve as the primary point of contact for client billing and vendor payment inquiries.

Payroll & Administrative Oversight

• Process payroll accurately and on time, ensuring proper job allocation, classifications, and compliance.
• Maintain organized financial records, lien waivers, vendor files, and payment documentation.
• Manage vendor relationships and ensure timely payments while protecting cash position.

Systems, Controls & SOPs

• Build, document, and implement Standard Operating Procedures (SOPs) for all finance and administrative workflows.
• Establish approval workflows and basic financial controls aligned with ownership direction.
• Ensure accounting systems support scalability as project volume increases.

Reporting & Ownership Support

• Provide clear monthly reporting on job profitability and gross margins, A/R aging and cash position, labor cost efficiency, overhead trends.
• Act as the internal finance and accounting lead, providing clarity and guidance to ownership on operational finance matters.

Qualifications

• Fluent in English and Spanish (written and verbal).
• Strong proficiency in QuickBooks.
• Proven experience managing full‑cycle accounting independently for a service or construction business.
• Demonstrated ability to work remotely with minimal supervision and strong accountability.
• Experience building and documenting SOPs and scalable workflows.
• Strong collections experience with professional client communication.
• High integrity, ownership mindset, and commitment to doing the right thing.

Nice‑to‑Have

• Experience with Knowify or construction job costing software.
• Experience in commercial HVAC, construction, or specialty contracting.
• Familiarity with AIA billing and progress billing structures.

90‑Day Success Metrics

• Fully transition bookkeeping and payroll responsibilities from outsourced providers.
• Gain full understanding of company chart of accounts, active projects, A/R / A/P status, and payroll process.
• Establish clean communication cadence with ownership (weekly check‑ins).
• Produce one accurate month‑end close with reconciled bank accounts.
• Take ownership of A/P & A/R follow‑ups and vendor communications.
• Achieve clarity for ownership, reducing daily finance or payroll involvement.

Days – Control & Visibility

• Job costing and WIP tracking fully aligned between QuickBooks and Knowify.
• Weekly cash flow forecast implemented and reviewed with ownership every Tuesday.
• AR aging stabilized with documented collections process.
• SOPs documented for A/P & A/R, Payroll, Month‑end close, Job cost coding, Monthly financials delivered by the 10th consistently.
• Reliable monthly KPI reporting implemented (margins, AR, labor, overhead).
• Collections cycle time improved (measurable reduction in overdue A/R).
• Finance workflows running independently with minimal owner involvement.
• Ownership receiving actionable financial insight without micromanagement.

Seniority Level

Mid‑Senior level

Employment Type

Full‑time

Job Function

Other

Industries

Staffing and Recruiting