Office Manager

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Office Manager

Battlefield Decks and Patios - Virginia (Gainesville)

OFFICE MANAGER (REMOTE / LOCAL TO TEAM) Battlefield Decks & Patios | High Responsibility | High Growth | High Standards Read This First Battlefield Decks & Patios isn’t your average contracting company. We operate like a competitive sports team — disciplined, fast, and focused on winning. We’re building something big, and we’re looking for an Office Manager who is a true A-player: Driven Fast Obsessively detailed Financially sharp Proud of high performance Wants uncapped growth, responsibility, and leadership trajectory This role is not for someone looking for a steady admin job. This is for someone who wants to own the financial and operational heartbeat of a fast-growing company and grow into a senior leadership role with CFO-level potential. THE ROLE As Office Manager, you run the entire administrative, financial, and operational engine behind every job we sell. If it touches money, data, documents, systems, or accountability — it touches you. You are also expected to be highly responsive. When an issue is urgent or time-sensitive, you’re comfortable picking up the phone at the drop of a hat to keep the business moving. You will manage: Job financials from sale ? completion Invoicing, billing, and cash flow Accounts receivable and payable Vendor and subcontractor payments Homeowner communication on all billing-related items Internal accounting systems and reconciliation Admin operations, HR onboarding/offboarding, and compliance Leadership-driven growth initiatives and analytics projects CORE RESPONSIBILITIES1) Job Setup + Invoicing Take sold job information from the sales team and build out all job invoicing Track invoicing schedules, billing milestones, change orders, and payment timing Maintain accurate financial tracking for every project in Buildertrend 2) Accounts Receivable + Customer Billing Communication Send homeowner onboarding and billing communications when jobs are converted Handle all billing, invoice, and change order questions professionally Follow up on outstanding balances to maintain strong cash flow Escalate issues quickly and proactively — sometimes by calling, not emailing 3) Accounts Payable + Subcontractor Payments Ensure subcontractors are paid accurately and on time Track vendor invoices and job-related bills Confirm job costs are properly documented and assigned 4) Financial Reconciliation + Accounting Coordination Work directly with our accrual-based accountant on bi-weekly reconciliation Ensure every transaction is coded, reconciled, and accounted for Monitor bank and credit card activity continuously 5) Receipt Auditing + Missing Transaction Management Monitor receipt folders for purchases not assigned to jobs Track down missing receipts and assign accountability Ensure every purchase has documentation, photo proof, and employee assignment 6) HR Onboarding, Offboarding + Company Compliance Handle employee onboarding, including: Paperwork and filings System access and permissions Internal checklists and documentation Manage employee offboarding, including: Access removal Documentation collection Clean handoffs Track and renew: Licenses Insurance policies COIs Vehicle registrations Compliance and year-end documentation 7) Operations Support + Cross-Department Coordination Interface regularly with sales, production, project management, and leadership Ensure systems stay tight and expectations stay aligned Support internal operational improvements and process cleanups 8) Reporting, Analytics + Systems Development Build and manage advanced spreadsheets for analytics and business performance Develop dashboards and reporting systems in Excel and Google Sheets Analyze data to support leadership decision-making Execute any CEO-driven initiative related to growth, tracking, systems, or operational insight Turn ideas into execution quickly and accurately 9) Monthly Newsletter Send company newsletter monthly (customer-facing and internal as needed) WHAT SUCCESS LOOKS LIKE Every job’s financials are clean, accurate, and fully tracked Invoicing goes out on time, every time AR stays tight and collections are consistent Subcontractors are paid accurately and on schedule No missing receipts or mystery transactions Reconciliation is smooth and books stay clean Systems, reporting, and workflows continuously improve Leadership trusts that nothing critical is slipping through the cracks REQUIRED QUALIFICATIONS 5+ years experience in operations, admin, or finance roles with real responsibility Strong experience with invoicing, AR/AP, reconciliation, and vendor payments Professional communication skills for homeowner billing conversations Comfort operating in a fast-paced, high-accountability environment TECH + TOOL REQUIREMENTS You must be very comfortable with: Buildertrend (CRM / job management) Google Suite (Sheets, Drive, Forms) Microsoft Excel (advanced) Mac OS systems Asana Quickbooks Online (QBO) Bonus tools: HubSpot, Zapier, system integrations PREFERRED (NOT REQUIRED, BUT STRONGLY VALUED) Bachelor’s degree (Finance or Business preferred) QuickBooks Online Certification / ProAdvisor Microsoft Office Specialist (Excel) THE PERKS Starting pay: $60,000–$70,000 (based on experience) Massive upside: potential to earn high six figures within 5 years based on performance Primarily remote, must be local for weekly meetings + quarterly outings Weekly one-on-one alignment with leadership 2 weeks paid time off Company laptop and expense card provided No health benefits currently (company is scaling rapidly) THE LONG-TERM OPPORTUNITY As Battlefield Decks & Patios scales toward $20M+, the right person can grow into a CFO / Head of Administration role, owning: Financial strategy Budgeting and forecasting Profitability planning Investment decisions Full admin and finance department leadership WHO THIS ROLE IS FOR Extremely detail-oriented Numbers-driven and financially sharp Fast, high follow-through, low supervision Proud of high performance Wants responsibility, growth, and real authority WHO THIS IS NOT FOR Slow-paced preferences Low accountability tolerance Poor attention to detail Discomfort with financial tracking or data “Clock in / clock out” mindset HOW TO APPLY If you’re an A-player who wants a career path that can become CFO-level, apply now and tell us why you’re the person who can own this role and help build a powerhouse company. Resumes and cover letters may also be sent to battlefielddecksandpatios@gmail.com Job Type: Full-time Pay: $55,000.00 - $70,000.00 per year Benefits: Paid time off Experience: Microsoft excel and/or google sheets: 2 years (Required) Ability to Commute: Gainesville, VA 20155 (Required) Work Location: Hybrid remote in Gainesville, VA 20155

Required Qualifications:

Advanced Excel Understanding of AR/AP, Financials, Human Resources and more general business functions

Company Information