Finance, HR & Administration Manager

Red House will be New England’s leader in high-end residential design and construction. Achieving our Horizon ‘38 vision — $38M revenue, 2–3 studios, roughly 70 employees by 2038 — requires a finance and administration function strong enough to support disciplined growth without adding friction to the operational core. The Finance, HR & Administration Manager owns the operational engine of that function: the day-to-day finance, HR, and administrative systems that let the rest of the company deliver the Red House Experience. Where the Controller owns financial reporting and technical accounting, and the CEO owns strategic financial direction, this role ensures the cash, people, compliance, and administrative systems underneath run with precision, care, and follow-through. This role protects and advances Clarity — transparent information and reliable systems; Trust — confidentiality, accuracy, and evenhanded service; and Care — an employee experience that reflects Red House’s commitment to our people. Main Responsibility The Finance, HR & Administration Manager is accountable for the operational integrity of Red House’s finance, HR, and administrative functions. This role owns clean transactional finance, HR operations and compliance, employee experience, and the day‑to‑day management of the studio environment — and ensures each feeds the Controller’s reporting and the CEO’s strategic decisions with accuracy and timeliness. Beyond execution, this role is expected to contribute to business office strategy at both the department and company level — identifying opportunities for process improvement, cost discipline, and systems evolution as Red House grows. The ideal candidate thinks beyond execution to shape where the business office itself is going. This is a development seat. The role is designed to grow in scope and altitude over time, with a defined path toward Director of Finance, HR & Administration — eventually peer to the Director of Operations on the Leadership Team — as the company scales toward Horizon ‘38. Core Accountabilities Lead, Manage, and Hold Accountable (LMA) Finance Operations & Transactional Integrity HR Operations, Compliance & Employee Experience Office, Facilities & IT Coordination Partnership with Controller on Period Close & Financial Rhythm Key Responsibilities 1. Lead, Manage, and Hold Accountable Lead, manage, and develop the Office Coordinator; hold weekly 1:1s and set clear quarterly priorities. Maintain and update SOPs across Finance, HR, and Admin functions; review annually. Maintain Red House job descriptions and the departmental Accountability Chart in partnership with the CEO and DoO. Contribute business office strategy and process thinking to Leadership Team conversations, with a defined path toward formal LT membership as the role matures. 2. Finance Operations & Transactional Integrity Oversee day-to-day QuickBooks operations, with the Office Coordinator owning transactional bookkeeping execution (AP entry, AR entry) under your supervision. Formal reconciliation of bank and statement accounts remains with the Controller. Partner with the Controller on system structure and chart of accounts integrity. Own AP cycle: invoice review, coding, approval workflow, vendor payments, exception handling. Own AR cycle: customer invoicing, collections follow‑up, and coordination with Production on billing milestones. Execute bi‑weekly payroll through Paycor; ensure accurate job cost allocation and time‑entry integrity. Oversee and audit COI tracking, insurance renewals, vendor credit applications, and W‑9 compliance — ensuring the Office Coordinator’s execution is accurate and current. Maintain financial controls and AP approval workflows as defined with the Controller and CEO. 3. HR Operations, Compliance & Employee Experience Administer employee benefits, including annual open enrollment, 401(k) administration, and carrier relationships. Ensure compliance with applicable federal, state, and local employment law (FLSA, FMLA, ADA, EEO, Title VII, OSHA); monitor regulatory changes and update policies accordingly. Maintain and update the Employee Handbook, HR policies, and departmental procedures. Maintain HRIS data, personnel files, and compliance documentation (I‑9, E‑Verify, EEO, state filings). Track and administer leave programs (PTO, FMLA, state leave, LOA) with accurate records. Coordinate workers’ compensation claims, reporting, and return‑to‑work programs; partner with carriers and field leadership on workplace safety compliance. Own new‑hire onboarding logistics in partnership with hiring managers. Support the performance review cadence: scheduling, documentation, follow‑through. Advise managers on performance management, corrective action, and employee relations matters. Serve as a confidential, trusted point of contact for employee questions, concerns, and sensitive matters. 4. Office, Facilities & IT Coordination Oversee the Providence studio environment: supplies, vendors, equipment, cleaning, maintenance. Ensure the studio presents professionally to employees, clients, and visitors. Coordinate with managed IT services for user support, equipment, and technology operations. Manage meeting logistics, company events, and team gatherings. 5. Partnership with Controller on Period Close & Financial Rhythm Ensure clean, timely transactional inputs for the Controller’s month‑end close. Support WIP data integrity and sub‑ledger accuracy in partnership with the Controller. Participate in monthly financial review with the CEO and Controller. The Controller role is a permanent part of Red House’s financial structure. As the Finance, HR & Administration Manager grows into the Director seat, they will provide leadership and oversight of the full function while preserving the Controller’s specialized work and our two‑sets‑of‑eyes financial controls. Performance Standards Payroll processed accurately and on schedule every cycle. AP aging managed within defined terms; vendor relationships protected. AR actively managed through the weekly aging report; less than 10% of balances outstanding beyond 30 days; no balances exceeding 60 days without documented follow‑up and Leadership Team visibility. Month‑end transactional inputs delivered clean and on time to the Controller. Benefits, HR compliance, and employee records audit‑ready at all times. Employee Handbook current with applicable law — reviewed at least annually. Workers’ compensation claims managed within state guidelines with active return‑to‑work coordination. Office Coordinator developing under clear management and quarterly goals. SOPs documented and current across Finance, HR, and Admin. Day‑to‑day Finance, HR, and Administrative operations are independently managed within 90 days, with escalation limited to exceptions or strategic decisions. Positive feedback from the Leadership Team and staff on responsiveness, confidentiality, and follow‑through. Leadership & Behavioral Competencies Financial operations fluency — AP/AR, payroll, job costing, QuickBooks, financial statements. HR generalist judgment — benefits, employment law, employee relations, and absolute discretion. Systems thinking — seeing and improving the flow of work. Composure under pressure — financial deadlines and sensitive personnel matters handled with calm. Service orientation — treats employees, vendors, and leadership with responsiveness, respect, and follow‑through. Collaboration across altitude — fractional remote Controller, hands‑on CEO, direct report, Leadership Team. Strategic orientation — contributes to business office strategy, not just execution. Growth orientation — role approached as trajectory, not destination. Financial and ethical integrity. Minimum Qualifications 5–10 years of experience combining finance operations, HR, and/or office management, ideally in a small-to-mid‑size service business ($5–$20M revenue). Experience in construction, design‑build, architecture, or professional services strongly preferred. Demonstrated success running AP/AR cycles, payroll execution, and job costing workflows. Working knowledge of federal and state employment law, benefits administration, and HR compliance. Strong QuickBooks proficiency; Paycor and Buildertrend a plus. Advanced Excel/Google Sheets fluency. Comfortable using AI tools to increase departmental efficiency and capacity. Experience supervising at least one direct report. Bachelor’s degree in Accounting, Finance, Business, HR, or equivalent experience. Compensation & Benefits Base salary: $82,000–$98,000, commensurate with experience. Eligibility for Red House’s company‑wide Gross Profit Share Plan after six months of employment. The plan rewards tenure, regular hours invested during the year, responsibility, and company performance. At this role’s level, annual GP share payouts typically range from 5–15% of base salary, growing with tenure and role scope. Actual payouts vary with company performance and team size. Clear development path toward Director of Finance, HR & Administration compensation (total comp $115K+) as role evolves. Health insurance, 401(k) with company match, PTO, professional development support. Work Environment Full‑time, in‑office role at Red House’s Providence studio, 177 Sherburne Street. Monday–Friday, 8:00 AM–4:30 PM. Sustained computer work, confidential financial and personnel information handling, deadline‑driven rhythm, daily in‑person collaboration with a 22‑person team. Occasional light lifting (up to 20 lbs). #J-18808-Ljbffr