Business Office Manager

Job Description

Job Description

Job Summary

Gingerich Enterprises, LLC is a locally owned licensed septic, excavation, and aggregate hauling contractor based in Kalona, which is part of a growing portfolio of businesses with common ownership.

We're looking for a full time Business Office Manager to own the financial and administrative operations of this contracting business. As the company grows past a hands-on ownership structure, this role carries real responsibility, not just bookkeeping. This is a role for someone who doesn't wait to be told a process is broken, they notice it and fix it.

Responsibilities

Accounting & HR

• Complete daily accounting in QuickBooks Desktop
• Process AP/AR; reconcile bank and credit card accounts
• Prepare and send customer invoices based on estimates/job sheets
• Apply correct sales tax treatment to customer invoices across service lines
• Own day-to-day cash flow management
• Process bi-weekly payroll
• Assist with onboarding new employees and maintain required records
• Manage business compliance, licensing, and bonding
• Prepare financial statement and reports for external stakeholders and ownership review

Vendor & Outside Relationship Management

• Manage business insurance coverage, equipment/fleet, general liability, and workers' comp, including evaluating adequacy of coverage, tracking renewals, and maintaining compliance documentation (COIs, endorsements)
• Coordinate with the related-party trucking company on billing and documentation
• Field incoming calls and customer correspondence not handled by field crews directly

Office & Process Management

• Maintain filing systems for contracts, permits, estimates, and invoices
• Track licensing, insurance certificates, and equipment registration/renewal deadlines
• Identify process gaps, propose and implement fixes
• Build documentation/SOPs to support the business as it scales beyond founder-dependent processes
• Identify and complete other necessary tasks for successful day-to-day office operations

Expectations

• Maintain a professional and organized work environment
• Communicate effectively with employees, vendors, customers, and ownership
• Be dependable, proactive, and able to work independently
• Handle multiple priorities and changing day-to-day needs
• Maintain confidentiality regarding business and employee information
• Collaborate with office staff from related entities under common ownership
• Lead by example and help create a positive workplace

Required Qualifications

• Accounting/office management experience
• QuickBooks Desktop and G-Suite proficiency
• Demonstrated track record of identifying and fixing broken processes
• Comfortable with autonomy and ownership of the financial and administrative functions

Preferred Qualifications

• Experience in construction, trades, or field-service industries
• Familiarity with job costing / project-based invoicing