Office Manager & Bookkeeper

Job Description

Job Description

We’re looking for a highly driven office manager to lead our administrative side of the business. You’ll be in charge of overseeing office operations, streamlining systems, and ensuring our administrative support accurately follows office policies. The ideal candidate is an organized and efficient leader who loves motivating and encouraging others to do their best work. If this sounds like you, apply today!

You'll work directly with the owner. No layers between you and the decision-maker. When you spot a better way to do something, you bring it up, and it gets implemented.

Your work will actually matter. In a company this size, the person who keeps the money and the paperwork straight is the difference between a profitable year and a stressful one. You'll see the impact of your work in every job we run.

We do things right. The same standard we hold in the field — quality, follow-through, doing it once and doing it well — is the standard in the office. If sloppy work bothers you, you'll be at home here.

Real ownership, and a real path forward. This isn't a role where you execute someone else's process — you'll build and own the systems that run this office. And as the company grows, we want this role to grow with it. For the right person, that means taking on more of the operational side over time: production coordination, scheduling across jobs, vendor and subcontractor management, and process across the company — the path from Office Manager to Operations Manager. We'd rather promote the person who already knows our jobs, our trades, and our clients than hire around them.

Stability. We're established, with a strong project pipeline and long-standing relationships with our trades and vendors.

What we offer: competitive hourly pay, paid time off, and a schedule with some flexibility.

$27 - $35 hourly

What Success Looks Like

• You'll make sure every job is financially accurate and profitable. You'll own accounts receivable and accounts payable end-to-end — vendor and subcontractor invoices verified against budgets, client invoices and draw requests out on time, aging tracked and collected. Every cost will land on the right job and cost code, budget vs. actual will stay current, and variances will reach the owner while there's still time to act on them.

• You'll keep our financials accurate and our outside partners effective. Clean, timely entry and coding in QuickBooks means our outside bookkeeper and CPA get what they need without chasing us. You'll be their main point of contact and resolve open questions at month-end.

• You'll create systems that let the owner make quick, informed decisions. Contracts, change orders, permits, subcontractor COIs, W-9s, and lien waivers will be organized, current, and findable in seconds. Nothing expired, nothing missing, nothing discovered at the last minute.

• You'll become the operational backbone of the company. You'll run the owner's calendar and coordinate client meetings, inspections, and material deliveries so the days hold together. You'll set up vendors and subs, catch billing discrepancies before they turn into disputes, and be the professional first voice clients, trades, and vendors hear when they call.

• You'll help us win the right work at the right price. You'll support the owner on estimating — gathering pricing, building out line items, helping assemble proposals. You'll run the subcontractor bidding process: get plans and scopes out, track who has bid and who hasn't, chase what's missing, and lay bids side by side so decisions happen fast.

• You'll keep the office running so the field can build. Supplies stocked, permits filed, records where they belong, and the owner's plate cleared of the small things that pile up. Plus whatever special projects come with a growing company.

Required

• 3+ years in bookkeeping, office management, or an accounting role

• Working proficiency with QuickBooks (Online or Desktop)

• Strong spreadsheet skills — comfortable with formulas, sorting, filtering, and building simple reports

• Genuinely organized and dependable. You follow through, you meet deadlines, and things don't fall through the cracks

• Sharp with numbers and details — you notice when something doesn't add up

• Clear, professional written and verbal communication

• Able to juggle multiple priorities in a fast-moving environment and stay calm doing it

• Comfortable learning new software; adaptable to systems and processes

• Discretion with confidential financial and personnel information

Preferred

• Construction, remodeling, or trades industry experience

• Exposure to estimating, takeoffs, or the subcontractor bidding process

• Ability to read basic construction plans and scopes of work

• Familiarity with job costing and WIP or percentage-of-completion reporting

• Experience with construction project management software (JobTread, Buildertrend, CoConstruct, or similar)

• Experience with construction billing, draw schedules, or lien waiver processes

• Payroll system experience

• Associate's or Bachelor's degree in accounting, business, or a related field

First Choice Renovation is a design-build construction company serving the Philadelphia Metro area. We're second-generation builders focused on high-end residential renovations, additions, and new homes. Our clients hire us because we do it right the first time and stand behind the work.

We're a small, tight-knit team where everyone's contribution is visible, there's no bureaucracy here.