What are the responsibilities and job description for the Finance Coordinator position at Trade Mark Contractors?
Job Title: Finance Coordinator & Office Administrator
Location: Ashley, MI
Company: Trade Mark Contractors
Job-Type: Part-Time to Full-Time (Growth Path)
Reports To: Company President
ABOUT US
Trade Mark Contractors is a growing construction company focused on delivering high-quality homes, pole barns, and specialty building projects throughout mid-Michigan. We value integrity, craftsmanship, and responsiveness - and we run our business with a commitment to operational discipline and strong financial stewardship.
OUR CORE VALUES
- Consistent Excellence - Always deliver your best work.
- Never Quit - Resilience in the face of challenge
- Change Champions - Embrace growth and innovation
- Trusted Teamwork - Collaborate with respect and reliability
- Real Talk, Real Action - Communicate honestly and follow through
- Servant Leadership - Lead with humility and support others
POSITION SUMMARY
We are seeking an experienced, detail-oriented Finance / Office Administrator who can oversee day-to-day administrative operations while also handling essential finance functions, HR support, and budgeting workflows.
This is a hybrid role that blends:
- Office administration
- Bookkeeping and financial processing
- Payroll and job-cost support
- HR onboarding and compliance coordination
- Budget tracking and financial reporting
- Light tax preparation assistance (gathering, organizing, coordinating with CPA)
The role will begin part-time, with an expectation that it will grow into a full-time position as the company expands. The ideal candidate is comfortable building structure, implementing processes, and owning the administrative and financial backbone of the company.
KEY RESPONSIBILITIES
Financial Management & Quickbooks
- Maintain and update all financial records in Quickbooks Online with a high degree of accuracy
- Process AP/AR, vendor bills, customer invoices, and receipts
- Manage bill pay schedules, prevent past-due accounts, and maintain clean vendor records
- Assist with monthly bank and credit card reconciliations
- Prepare financial reports and assist ownership with monthly and quarterly reviews
- Track job costing data and help maintain accurate project financials
- Assist with tax preparation tasks (collecting documents, categorizing expenses, coordinating with accountant)
Budgeting & Financial Planning
- Maintain and update internal budget spreadsheets
- Track monthly spending against budget and help identify variances
- Assist ownership with forecasting, reporting, and financial preparation for planning meetings
- Provide insights and administrative support for cost control initiatives
Payroll & HR Administration
- Prepare and process payroll accurately and on time
- Maintain employee records, certifications, and HR documentation
- Assist with onboarding new hires (paperwork, system setup, communication)
- Track PTO, attendance, and compliance-related records
- Support leadership with performance review scheduling, communication, and documentation tracking
Office & Operational Support
- Maintain an organized, efficient office environment
- Manage phones, mail, digital filing systems, and office supply inventory
- Prepare lien waivers, sworn statements, and project documentation as needed
- Support clients and the sales team with selections, change orders, and communication between office and field
QUALIFICATIONS
Required:
- Proficiency in Quickbooks Online (non-negotiable)
- Strong bookkeeping and financial administration experience
- High accuracy and attention to detail
- Strong organizational and time-management skills
- Ability to handle confidential information with integrity
- Professional communication skills, both written and verbal
Preferred:
- Experience in a construction, contracting, or trades environment
- Familiarity with job costing and project budget tracking
- Experience assisting with payroll and HR
- Knowledge of Google Workspace (Docs, Sheets, Drive, Gmail)
WHO THRIVES IN THIS ROLE
This role is ideal for someone who:
- Wants a meaningful part-time role that grows over time
- Enjoys building systems and processes
- Likes being the "hub" of the business
- Values structure, accuracy, and clear communication
- Wants to be trusted with significant financial responsibility
- Enjoys supporting both office and field teams
Job Type: Part-time
Pay: $ $28.00 per hour
Expected hours: 24 – 32 per week
Work Location: In person
Salary : $28