Office/Finance Manager

Mission

Keep Bloomhouse on top of its numbers and organized in the office so the owner, sales team, and field crews can focus on selling, producing, and serving clients.

You are the person who makes sure invoices go out, money comes in, bills/growth is planned, and the owner has a clear picture of cash and profitability each week.

Key Responsibilities

1. Finance & Cash Flow

• Build and maintain a rolling 13-week cash flow forecast
• Track what’s coming in (AP invoices, contracts, payments).
• Track what’s going out (payroll, vendors, fuel, insurance and etc).
• Meet weekly with the owner to review:
• Current bank balances
• Upcoming obligations
• Any expected cash shortage and options to handle it.
• Coordinate with the outside bookkeeper/CPA to keep QuickBooks (or similar) accurate and up to date.

2. Accounts Receivable (AR)

• Ensure all invoices are created and sent on time based on contracts, T&M work, and completed jobs.
• Monitor A/R aging
• Who owes what
• What is past due
• Send past-due reminders and work with the owner on payment plans for slow-pay clients.
• Prepare simple AR summaries for the owner each week.

3. Accounts Payable (AP) & Vendor Management

• Enter and track vendor bills (materials, equipment, fuel, etc.).
• Payroll & taxes
• Fuel, insurance, critical vendors
• Maintain updated vendor records and W-9s for subcontractors.

4. Budgeting & Reporting

• Help build and maintain a basic annual budget:
• Revenue by division (maintenance, tree, landscape enhancements, irrigation).
• Payroll, rent, overhead, debt.
• Prepare a simple monthly P&L and budget vs. actual report for the owner
• Work with the owner and field supervisors to track labor hours vs. budgets andTrack revenue per man-hour

5. Operational Support & Systems

• Maintain a clean, organized digital file system for contracts, certificates, insurance, vendor docs, job folders and etc.
• Help the owner build and maintain checklists and SOPs
• Timecard approval
• Purchasing approvals
• Billing steps from job completion to invoice
• Support sales/admin by following CRM or tracking sheets for opportunities and proposals (does not require sales, just organization).

What You Will Not Own (This is Important)

• You are not the main HR person
• You are not the Branch Manager or Field Ops boss
• You do not dispatch crews or run field production; you support by providing numbers and tracking.
• You will coordinate with HR and Ops, but your main job is money and office systems

Success Metrics (First 90 Days)

• 13-week cash flow forecast built and updated weekly.
• AR aging report sent to owner every week; invoices consistently going out on time
• Monthly budget vs. actual report delivered and discussed
• Basic MHC and labor vs budget reports created for owner review
• Office files, contracts, and vendor info organized and easy to find.

Qualifications

Required:

• 3 years experience in office management, bookkeeping, or finance support role
• Strong skills in QuickBooks (or similar accounting software) and Excel/Google Sheets
• Comfortable working with numbers, budgets, and cashflow
• Highly organized, able to create and follow checklists, and track deadlines
• Clear communication skills—can explain financial info in simple terms

Preferred:

• Experience in construction, trades, landscaping, or service business
• Familiarity with job costing (tracking labor & materials vs. job revenue)
• Experience coordinating with external CPAs or accountants

Compensation

• Competitive salary based on experience
• Potential performance bonus tied to on-time billing, reduced AR days and accuracy/timeliness of reporting.

Job Type: Full-time

Pay: From $25.51 per hour

Expected hours: 35 – 45 per week

Benefits:

• Health insurance
• Paid time off

Experience:

• Office management: 3 years (Required)

Work Location: In person

Salary : $26