Office & Finance Manager (Bookkeeping, Payroll & Job Costing)

Dark Horse Deconstruction; Appleton (WI); On-site; USD 75,000 - 86,000; Full time

Benefits offered by this job

Health insurance

401(k) with employer match

Paid time off

Job summary

Dark Horse Deconstruction in Appleton, WI seeks an experienced Office & Finance Manager responsible for bookkeeping, payroll, job costing, and back-office operations. You will implement QuickBooks Online and Contractor Foreman, develop efficient workflows, and partner with field teams to improve cost visibility and profitability on each project.

This hands-on leadership role offers growth as the company expands and strengthens financial processes.

Qualifications

• 3+ years bookkeeping or accounting experience incl. payroll.
• Hands-on experience with QuickBooks Online.
• Understanding of job costing or project-based accounting.
• Strong organizational skills, attention to detail, and ability to manage multiple responsibilities.
• Comfortable learning new technology, troubleshooting issues, and improving processes.
• Self-motivated, dependable, adaptable, and willing to contribute wherever needed.

Responsibilities

• Allocate labor, materials, equipment, subcontractor, and disposal expenses to projects and cost codes.
• Review timecards, receipts, and invoices for accuracy before processing.
• Coordinate with project managers to maintain accurate budgets, costs, and financial records.
• Prepare job cost reports, budget-versus-actual comparisons, and project profitability summaries.
• Identify cost overruns, missing expenses, and potential billing opportunities.
• Manage accounts payable, accounts receivable, vendor payments, invoicing, and collections.
• Reconcile bank and credit card accounts and oversee monthly financial closing.
• Process weekly payroll and accurately allocate labor expenses to individual jobs.
• Work with outside CPA on year-end accounting and tax preparation.

Skills

Bookkeeping experience

Accounting knowledge

Payroll processing

QuickBooks proficiency

Job costing understanding

Organizational skills

Education

Accounting/Finance degree or bookkeeping certification

Tools

QuickBooks Online

Contractor Foreman

Job description

Office & Finance Manager (Bookkeeping, Payroll & Job Costing)

Dark Horse Deconstruction | Appleton, WI

Salary: $75,000 per year

Job Type: Full-time, on-site

Benefits: Health insurance, 401(k) with employer match, and paid time off

About Dark Horse Deconstruction

Dark Horse Deconstruction is a growing deconstruction and demolition company specializing in the careful dismantling of buildings to recover valuable materials for reuse and recycling.

As we continue to expand, we're looking for an experienced, detail-oriented Office & Finance Manager to oversee our financial operations, improve internal systems, and help us better understand the profitability of every project.

About the Role

This is a hands-on leadership position responsible for managing our back-office operations, including bookkeeping, payroll, job costing, subcontractor management, and general administration.

Accurate project costing is the most important part of this position. You'll ensure labor, materials, equipment, and subcontractor expenses are accurately assigned to individual jobs, giving leadership reliable information on project costs and profitability.

We're transitioning to QuickBooks Online and Contractor Foreman, and you'll play an important role in implementing these systems, developing efficient workflows, and improving communication between our office and field teams.

Initially, your focus will be on strengthening job costing, accounting processes, subcontractor management, and administrative systems. As the company grows, you'll take on additional responsibilities involving financial analysis, cash flow forecasting, budgeting, and strategic planning.

We're a small, growing team looking for someone who takes ownership, solves problems independently, and is willing to pitch in wherever needed.

Key Responsibilities

• Accurately allocate labor, materials, equipment, subcontractor, and disposal expenses to projects and cost codes.
• Review timecards, receipts, and invoices for accuracy before processing.
• Coordinate with project managers to maintain accurate budgets, costs, and financial records.
• Prepare job cost reports, budget-versus-actual comparisons, and project profitability summaries.
• Identify cost overruns, missing expenses, and potential billing opportunities.

Accounting & Payroll

• Manage accounts payable, accounts receivable, vendor payments, invoicing, and collections.
• Reconcile bank and credit card accounts and oversee monthly financial closing.
• Process weekly payroll and accurately allocate labor expenses to individual jobs.
• Work with our outside CPA on year-end accounting and tax preparation.

Subcontractor Management

• Manage subcontractor onboarding, agreements, W-9s, and certificates of insurance.
• Track insurance expirations and maintain compliance documentation.
• Review and process subcontractor invoices, ensuring accurate project costing.
• Collect lien waivers and coordinate annual 1099 preparation.

Systems & Process Improvement

• Help implement and optimize QuickBooks Online and Contractor Foreman.
• Develop workflows for job costing, cost codes, timecards, expense tracking, and approvals.
• Improve the accuracy and efficiency of information shared between field operations and accounting.
• Train employees and project managers on administrative processes and systems.

HR & Office Administration

• Coordinate employee onboarding, required paperwork, benefits enrollment, and personnel records.
• Maintain PTO tracking and general HR administration.
• Manage company insurance renewals and workers' compensation audits.
• Coordinate vehicle and equipment registrations and assist with trucking-related reporting and permits.
• Support other administrative and operational needs as the company grows.

Financial Analysis & Planning (Expanded Responsibilities Over Time)

• Prepare monthly financial reports and help leadership understand financial performance.
• Develop cash flow forecasts and assist with annual budgeting.
• Analyze completed projects to identify opportunities to improve pricing, estimating, and profitability.
• Support leadership in making informed financial and operational decisions.

Qualifications

Required

• 3+ years of bookkeeping or accounting experience, including accounts payable, accounts receivable, and payroll.
• Hands-on experience with QuickBooks (QuickBooks Online preferred).
• Understanding of job costing or project-based accounting.
• Strong organizational skills, attention to detail, and ability to manage multiple responsibilities.
• Comfortable learning new technology, troubleshooting issues, and improving processes.
• Self-motivated, dependable, adaptable, and willing to contribute wherever needed.

Preferred

• Experience in construction, demolition, trucking, or a related industry.
• Familiarity with Contractor Foreman or similar construction management software.
• Experience with subcontractor documentation, compliance, and invoicing.
• Experience with financial reporting, budgeting, or forecasting.
• Experience implementing or integrating accounting and operational software.
• Degree in accounting or finance, or a bookkeeping certification.
• $75,000 annual salary
• Health insurance with 75% employer premium reimbursement (up to a cap)
• 401(k) with a 3% employer match
• Paid time off
• Opportunity to grow into expanded financial leadership responsibilities
• Meaningful involvement in building the systems and processes of a growing company
• A collaborative team that values accountability, reliability, and initiative