Finance, Administration & Facilities Manager (Administrative Manager)
Reports To: General Manager
FLSA Status: Exempt
Salary Range: $50,000 – $60,000 (based on experience)
The Finance, Administration & Facilities Manager is responsible for overseeing the administrative, financial, inventory, purchasing, warehouse, and office support functions of the Maryland Corridor franchise. This role ensures the business operates efficiently behind the scenes by maintaining financial accuracy, controlling expenses, supporting payroll and billing operations, managing inventory and facilities, and fostering a positive employee experience.
This position serves as the operational backbone of the organization, partnering closely with the General Manager, Move Operations Manager, Junk Operations Manager, and Sales & Customer Experience Operations Manager to support company growth, profitability, and employee engagement.
Primary Responsibilities (Finance & Administration)
Payroll Administration
- Process weekly and bi-weekly payroll accurately and on time
- Document indirect time daily
- Manage deductions
- Manage commission calculations and payouts
- Administer bonus and incentive programs
- Verify timekeeping records and payroll adjustments
- Coordinate with HR and management regarding payroll discrepancies
Billing & Revenue Administration
- Oversee customer billing processes
- Manage commercial account invoicing
- Ensure timely job closeouts and invoice generation
- Support collection efforts and account reconciliation
- Maintain accurate billing records
Accounts Receivable
- Monitor outstanding balances
- Manage collections processes
- Coordinate payment plans
- Track aging reports
- Escalate delinquent accounts as necessary
Accounts Payable
- Process vendor invoices and payments
- Maintain vendor records
- Track operating expenses
- Manage purchase orders
- Support budget adherence and cost control initiatives
Claims Administration
- Track customer claims from initiation through resolution
- Coordinate vendor estimates and repair vendors
- Process reimbursements and settlements
- Maintain claims documentation and reporting
- Monitor claim trends and financial impact
Administrative Support
- Manage incoming and outgoing mail
- Maintain business records and filing systems
- Support office operations and documentation
- Coordinate administrative projects
- Manage office supply procurement and inventory
Primary Responsibilities (Facilities & Inventory Management)
Warehouse Operations
- Maintain warehouse organization and cleanliness standards
- Coordinate facility security measures
- Ensure operational readiness of warehouse space
- Conduct routine facility inspections
Inventory Management
- Maintain inventory levels of: moving supplies, packing materials, junk supplies, PPE equipment, office supplies
- Implement inventory controls and cycle counts
- Reduce waste and inventory shrinkage
Uniform Program Management
- Order and distribute uniforms
- Maintain uniform inventory records
- Track employee uniform issuance
- Ensure compliance with company appearance standards
Equipment Management
- Manage company equipment including: dollies, pads, straps, toolkits, tablets, chargers, safety equipment
- Track losses and replacement needs
- Coordinate repairs and replacements
Purchasing & Vendor Management
- Source vendors and negotiate pricing
- Place supply and equipment orders
- Monitor purchasing trends and costs
- Develop vendor relationships
- Ensure purchasing compliance and controls
Facility Maintenance
- Coordinate repairs and maintenance
- Manage utility services
- Oversee HVAC maintenance schedules
- Manage security systems and access controls
- Ensure facility safety and functionality
Primary Responsibilities (Team Culture & Employee Engagement)
Employee Recognition
- Coordinate birthday and anniversary recognition programs
- Support employee appreciation initiatives
- Assist with company celebrations and events
- Maintain employee recognition programs
Team Engagement
- Coordinate team outings and morale events
- Support community involvement activities
- Promote employee wellness initiatives
- Assist leadership in fostering company culture
Performance Management & Reporting
Key Performance Indicators
- Payroll Accuracy
- Days Sales Outstanding (DSO)
- Accounts Receivable Aging
- Claims Resolution Timeliness
- Inventory Accuracy
- Supply Cost Management
- Facility Audit Scores
- Budget Adherence
- Employee Engagement Initiatives Completed
Reporting Responsibilities
Provide regular reporting to the General Manager regarding:
- Payroll and labor costs
- Accounts receivable status
- Claims activity and trends
- Inventory levels and purchasing activity
- Vendor spending
- Facility maintenance needs
- Administrative performance metrics
Leadership Expectations
- Demonstrate strong organizational and administrative leadership
- Maintain high attention to detail and financial accuracy
- Proactively identify operational inefficiencies
- Drive accountability within owned departments
- Collaborate effectively across all departments
- Maintain confidentiality of financial and employee information
- Support company growth initiatives and scalability efforts
Supervisory Responsibilities
- Direct oversight of administrative personnel (as assigned)
- Oversight of vendors, contractors, and service providers
- Indirect responsibility for company inventory, facilities, and administrative processes
Education & Experience (Preferred)
- Associate's or Bachelor's degree in Business Administration, Accounting, Finance, Operations Management, or related field
- 3+ years of experience in office management, operations, accounting, finance, administration, or facilities management
- Experience with payroll processing and billing systems
- Experience managing inventory, purchasing, or warehouse operations
- Experience in moving, logistics, transportation, or home services industries preferred
Success Profile (What Great Looks Like)
- Payroll is processed accurately and on time
- Invoices are timely and accounts receivable remain under control
- Claims are resolved efficiently and professionally
- Inventory is organized, accurate, and fully stocked
- Warehouse and facilities consistently meet company standards
- Vendors are managed effectively and costs are controlled
- Administrative processes are streamlined and scalable
- Employees feel supported, recognized, and engaged
- Leadership has accurate financial and operational information to make decisions
