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 [email protected]
Job Type: Full-time
Pay: $60,000.00 - $75,000.00 per year
Benefits:
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
