Office & Finance Administrator

Position overview

P3 Builds is seeking an Office & Finance Administrator to take ownership of daily office operations, financial administration, and management reporting. This position plays a central role in keeping the business organized, maintaining reliable financial information, and helping leadership make timely, informed decisions.

The ideal candidate combines strong accounting knowledge with practical management skills. They can establish priorities, coordinate people and processes, identify problems early, and follow issues through to resolution. Success requires someone who understands the details, sees their effect on the broader business, and brings clear recommendations to leadership.

What Success Looks Like

Leadership receives accurate, timely reports with clear explanations and recommended actions. Cash requirements and collection issues are identified early. Office workflows run consistently, responsibilities are clear, and important deadlines are met. Project teams receive dependable administrative and financial support.

Above all, this person takes ownership—making sound decisions within their authority and ensuring that issues are addressed and commitments are fulfilled.

Annual base compensation is based on experience, qualifications, and the responsibilities of the position.

Key responsibilities

Financial Management & Reporting

• Management reporting: Prepare timely financial reports covering operating performance, cash flow, accounts receivable, accounts payable, overhead, and budget variances. Explain what changed, why it matters, and where action is needed.
• Cash-flow planning: Maintain cash forecasts, monitor upcoming obligations and expected collections, and recommend payment priorities within established approval requirements.
• Budget oversight: Support annual budgets and ongoing forecasts. Compare actual results against expectations, investigate discrepancies, and identify opportunities to control costs and improve performance.
• Accounting coordination: Manage the administrative close calendar, coordinate reconciliations and supporting documentation, and work with accounting personnel and outside advisors to maintain accurate records.
• Financial controls: Maintain consistent approval procedures, documentation standards, and checks that protect company funds and support reliable reporting.

Business Management & Decision Support

• Business analysis: Turn financial and operational information into clear, practical recommendations for company leadership.
• Independent judgment: Resolve routine issues within delegated authority, evaluate alternatives, and escalate significant financial or operational concerns with a recommended course of action.
• Performance monitoring: Track key indicators such as overdue receivables, billing delays, overhead trends, and outstanding commitments. Identify emerging issues before they become larger problems.
• Management follow-through: Coordinate action items, establish deadlines, and ensure decisions result in completed work.
• Process improvement: Evaluate office and financial workflows, eliminate unnecessary steps, and implement practical improvements that increase accuracy, accountability, and efficiency.

Office & Administrative Management

• Daily operations: Manage office priorities, administrative schedules, records, and recurring business requirements so the company operates efficiently.
• Workflow coordination: Coordinate administrative assignments, communicate expectations, and monitor completion and quality.
• Vendor management: Manage office service providers, review recurring expenses, and recommend purchasing and renewal decisions.
• Personnel administration: Coordinate onboarding documentation, payroll inputs, benefits administration, and employee records with the appropriate internal and external resources.
• Information management: Maintain organized, accessible records while exercising discretion with financial, employee, and business information.

Construction & Project Financial Coordination

• Project reporting: Work with project managers to maintain visibility into project budgets, costs, commitments, billing, and collection status.
• Billing oversight: Coordinate timely, accurate invoicing and supporting documentation; identify and resolve administrative issues that delay payment.
• Cost accuracy: Review expense coding and allocations with project teams so financial reports reflect the correct projects and cost categories.
• Payment coordination: Track subcontractor and vendor documentation needed for payment and coordinate approvals with responsible managers.
• Project closeout: Help resolve outstanding invoices, retainage, documentation, and financial items as projects conclude.

Required qualifications

• Experience: Demonstrated experience in office management, financial administration, accounting operations, or a similar role with meaningful responsibility.
• Financial knowledge: Strong understanding of financial statements, budgeting, cash flow, accounts payable, accounts receivable, and reconciliations.
• Analysis: Ability to interpret financial information, investigate discrepancies, and communicate clear conclusions and recommendations.
• Management: Experience managing competing priorities, coordinating workflows, and holding work to established deadlines.
• Technology: Strong spreadsheet skills and proficiency with accounting and business management software.
• Communication: Clear written and verbal communication skills, with the ability to work effectively with leadership, employees, clients, vendors, and outside advisors.
• Judgment: Sound judgment, attention to detail, discretion, and a consistent record of following through.

Preferred qualifications

• Industry experience: Construction, contracting, or another project-based business.
• Project accounting: Job costing, progress billing, retainage, and project financial reporting.
• Leadership: Supervising administrative personnel or managing an office or accounting function.
• Improvement: Developing management reports, improving business processes, or supporting growing operations.
• Education: Accounting, finance, or business administration, or equivalent practical experience.

Compensation & benefits

• Retirement: 401K