Office Manager - Finance & Administration.

Integrated Restoration Acquisitions LLC; Kentucky; On-site; USD 65,000 - 90,000; Full time

Job summary

Integrated Restoration Acquisitions LLC is seeking a hands-on Office Manager to lead day‑to‑day Finance and Administration for our restoration business. This role keeps payroll, accounts, records, compliance, and office workflows accurate, current, and dependable.

This is a working manager position with one direct report, owning the Finance and Administration seat in EOS and coordinating with leadership, project managers, field leaders, and external accounting/HR partners.

Qualifications

• 3+ years of office management, bookkeeping, or finance administration experience.
• Strong QuickBooks Online proficiency (transaction coding, bank feeds, invoicing, reconciliation).
• Experience supervising administrative work and ensuring deadlines.

Responsibilities

• Own the Finance and Administration seat in EOS; keep weekly scorecard current and manage Rocks/Issues.
• Maintain QuickBooks Online, bank activity, coding, reconciliations; support budgeting and month-end review.
• Process vendor/subcontractor bills with proper approvals and codes; manage W-9s, insurance, and 1099s.
• Review billing, post invoices, verify documentation, and track blockers with owners.
• Post customer payments, manage AR, and support timely collections and records.
• Verify time entries, payroll via GMS, and benefits processing accurately.
• Coordinate recruiting/onboarding, I-9s, handbook, and payroll setup.
• Answer calls, route new-claim information, and create jobs in DASH and XactAnalysis.
• Supervise one admin staffer, set priorities, and ensure cross-training and security of records.

Skills

Office management

Attention to detail

Organization

Discretion

Communication

Education

Related degree preferred

Tools

EOS

DASH

XactAnalysis

TPA portals

GMS

Positive Pay

Job costing

Vendor compliance

BWC

1099 experience

Job description

Job Description

About the Position

Integrated Restoration is looking for a hands‑on Office Manager to lead the day‑to‑day Finance and Administration function of our restoration business. This person keeps financial processing, payroll administration, records, compliance, and office workflows accurate, current, and dependable. The role works closely with company leadership, project managers, field leaders, and our outside accounting, HR, and compliance partners.

This is a working manager position with one direct report. The Office Manager owns the Finance and Administration seat in EOS (Entrepreneurial Operating System), including the weekly scorecard, assigned Rocks, Issues, and documented processes. This is not a controller or CFO role; financial strategy, tax, and controller‑level decisions remain with leadership and outside accounting partners.

What You Will Do

Own the Finance and Administration seat in EOS. Keep the weekly scorecard current, lead assigned Rocks and Issues, and maintain documented processes and backup coverage for critical work.

Maintain QuickBooks Online, deposits, transaction coding, reconciliations, and reporting needed for budgeting and month‑end review. Review Positive Pay and bank activity and upscale anything unexpected or unauthorized.

Process vendor and subcontractor bills with the required approval, job code, and cost code. Maintain W-9s, insurance, BWC, agreements, 1099 records, and company renewal deadlines.

Review completed billing packages and create, post, and send approved invoices. Confirm required payment documentation before a job is released, and identify the exact blocker and responsible owner when work cannot move forward.

Post customer payments and keep balances, payment plans, lien dates, aging notes, and A/R worklists accurate. Support the designated A/R owner and operational leaders with reliable records and follow‑up coordination.

Verify time entries, job assignments, overtime, bonuses, deductions, and approvals, then process payroll accurately and on time through GMS.

Coordinate recruiting and onboarding administration, including approved offer letters, background checks, GMS setup, Form I-9 and handbook documentation, payroll setup, and employee records.

Answer and route incoming calls, capture complete new‑claim information, and create accurate jobs in DASH, XactAnalysis, TPA portals, and related systems.

Supervise one administrative team member, set clear priorities and standards, provide coaching, and maintain cross‑training for essential office work.

Maintain secure digital and physical records, office supplies, mail, service vendors, meetings, company events, and routine administrative workflows.

What We Are Looking For

At least three years of experience in office management, bookkeeping, finance administration, or a comparable small‑business role with hands‑on A/P, payroll, reconciliation, and A/R support responsibilities.

Strong working knowledge of QuickBooks Online, including transaction coding, bank feeds, invoicing, payments, and reconciliation support.

Experience supervising or coordinating administrative work and holding others accountable for deadlines, accuracy, and follow‑through.

The ability to read basic financial and job‑cost reports, identify discrepancies, and explain important exceptions clearly.

Strong organization, accuracy, written communication, follow‑through, and the ability to protect daily deadlines while handling calls and interruptions.

Professional judgment, discretion, and the confidence to enforce approved processes, request missing information, and raise problems early.

A service‑minded approach and comfort using cloud‑based systems, electronic records, vendor portals, and new technology.

Helpful Experience

Experience in insurance restoration, construction, property services, or another project‑based business is preferred. EOS, DASH, XactAnalysis, TPA portals, GMS, Positive Pay, job costing, vendor compliance, BWC, and 1099 experience is helpful. A related degree is preferred, but equivalent practical experience will be considered.

What Success Looks Like

The Finance and Administration scorecard is current before each EOS meeting, assigned Rocks and Issues have clear next steps, and risks are raised early.

Banking activity, QuickBooks records, A/P, invoices, payroll inputs, and job‑cost allocations are accurate, supported, and completed on time.

Invoice delays, A/R exceptions, payment promises, and compliance risks have a documented blocker, owner, next action, and due date.

Vendor, employee, claim, and office records are organized and secure, and the administrative team has clear priorities and dependabl