Position Summary
The Office Manager / Director of Administration is responsible for overseeing all administrative, financial coordination, compliance, and support functions for a $10M+ construction, restoration, and mitigation company.
This role ensures operational efficiency across mitigation, reconstruction, sales, and project management divisions while protecting profitability, cash flow, and compliance. The Office Manager acts as the central command hub between field operations, accounting, vendors, insurance carriers, and executive leadership.
This is a leadership role — not a clerical position.
Core Responsibilities
1. Financial Oversight & Cash Flow Management
- Oversee Accounts Receivable, Accounts Payable, and billing departments
- Manage Work-in-Progress (WIP) reporting and job cost tracking
- Monitor gross profit margins by division (Mitigation vs Reconstruction)
- Ensure accurate job costing allocations from payroll and materials
- Oversee insurance billing cycle (estimate → approval → supplement → invoice → collection)
- Reduce AR aging and enforce structured collections process
- Review and approve all large vendor payments
- Coordinate with CPA/Controller on monthly financial review
Owns:
- AR under 45 days
- Clean WIP reports
- Accurate revenue recognition
- Positive cash flow forecasting
2. Insurance & TPA Compliance Leadership
- Ensure full compliance with carrier portals and TPA requirements
- Monitor estimate approvals and supplement timelines
- Track claim cycle times
- Prevent revenue leakage from missed supplements
- Audit job files for completeness and documentation accuracy
- Maintain contract, work authorization, and completion certificate compliance
Experience with platforms such as:
- Xactimate
- Buildertrend
- JobNimbus
- QuickBooks
3. Administrative Team Leadership
- Lead and manage office staff (billing coordinators, AR/AP specialists, dispatch)
- Develop, document, and enforce SOPs
- Conduct weekly admin performance meetings
- Train staff on workflow and systems
- Establish accountability metrics for administrative roles
4. Operational Infrastructure & Process Optimization
- Map and optimize job lifecycle process:
- FNOL (First Notice of Loss)
- Dispatch
- Mitigation completion
- Estimate approval
- Reconstruction scheduling
- Billing & closeout
- Eliminate bottlenecks between field and office
- Standardize documentation flow
- Implement automation where possible
- Support CRM and project management optimization
5. Risk Management & Compliance
- Maintain subcontractor agreements and COIs
- Oversee lien waiver tracking
- Ensure proper permit documentation
- Track licensing and certifications (IICRC, OSHA)
- Maintain insurance compliance records
- Assist with legal documentation and contract updates
6. Executive Reporting & KPI Management
Prepare weekly executive dashboard including:
- Revenue by division
- Gross margin by job
- AR aging
- Supplement approval rate
- Billing turnaround time
- Jobs in progress
- Cycle time per job
Act as the internal data authority for leadership decision-making.
Required Qualifications
- 5+ years in construction or restoration administration
- Experience in $10M+ revenue environment
- Deep understanding of insurance restoration workflows
- Strong financial literacy (job costing, margin analysis, WIP reporting)
- Experience managing administrative teams
- Advanced software proficiency
Preferred Qualifications
- Controller-level accounting experience
- TPA experience
- Experience scaling companies from $5M to $15M+
- Background in both mitigation and reconstruction billing
Leadership Competencies
- Financially disciplined
- Process-driven and systems-focused
- High accountability standards
- Strong conflict resolution skills
- Executive communication capability
- Urgency and ownership mentality
Performance Expectations (First 6 Months)
- AR reduced below 45 days
- Billing cycle reduced to under 7 days post-completion
- 100% job file compliance
- WIP reporting accuracy within 2% variance
- Clear SOP documentation for all admin workflows
- Office staff KPIs implemented and tracked
Compensation Structure
Base Salary: $75,000 – $110,000+ (based on experience & market)
Performance Bonus Structure May Include:
- AR improvement bonus
- Margin improvement bonus
- Revenue milestone bonus
- Administrative efficiency targets
Who This Role Is NOT For
- Someone looking for a basic receptionist position
- Someone without financial acumen
- Someone uncomfortable holding others accountable
- Someone who avoids structured processes
Career Path
Director of Administration → Controller → VP of Operations → COO