Office Manager/Controller

SHAIN DEVELOPMENT INC•Los Angeles, CA

6d•$80,000 - $125,000•Onsite

About The Position

We are seeking an experienced Office Manager / Controller to oversee the financial operations of a high-end residential construction company. This role is responsible for managing billing, payroll, job cost accounting, and core administrative functions while ensuring financial accuracy, compliance, and operational efficiency. The ideal candidate brings strong construction accounting experience, sound judgment, and a hands-on approach. This position requires someone who can manage day-to-day execution, maintain reliable systems and controls, and partner with leadership to support informed decision-making.

Requirements

5–7 years of experience in construction accounting, billing, or controller-level roles
Strong proficiency in Sage (preferred); QuickBooks or comparable accounting systems considered
Demonstrated experience managing payroll, job cost accounting, construction billing, and subcontractor payments
Hands-on experience with HR/administration, including benefits, payroll deductions, and insurance coordination
Working knowledge of California contractor compliance, insurance, licensing, and labor requirements
High attention to detail with the ability to operate independently and manage competing deadlines
Strong judgment, discretion, and financial ownership mindset

Responsibilities

Construction Billing & Subcontractor Coordination
Review and approve subcontracts
Review and approve project invoices/billing packages
Review and approve all project expenses and subcontractor payments
Ensure all vendors and subcontractors have proper contracts, valid insurance, and licenses
Ensure billing accuracy, completeness, and adherence to contract terms
Serve as the primary point of contact for clients regarding billing questions, payment issues, or project cost clarifications
Establish and maintain internal protocols, data entry, and reporting to ensure accuracy, security, and compliance
Finance & Cash Flow Management
Monitor operating checking accounts to ensure adequate liquidity
Review daily cash activity & current liability
Flag cash-flow risks proactively and support short-term forecasting
Manage & review all business expenses and non-billable expenses
Enforce expense documentation and approval standards
Review, approve, and monitor all company credit card transactions
Identify unusual, unauthorized, or non-compliant charges
Manage balances and ensure timely payments to avoid penalties or interest.
Payroll Administration
Review and submit weekly payroll, including timecard validation, discrepancy resolution, and deduction accuracy
Ensure reimbursement, payroll deductions, loans, and garnishments are accurate and properly applied
Coordinate payroll reporting and filings with ADP/payroll system
Ensure all billable labor hours are properly coded and billed to projects
HR, Benefits Administration & Safety
Manage the full onboarding process for new hires, ensuring all required paperwork, payroll setup, benefits enrollment, and compliance documentation are completed accurately and on time
Oversee offboarding for departing employees, including termination of benefits, final payroll, return of company property, and recordkeeping
Serve as primary administrator for employee benefits, including health insurance enrollments, terminations, and qualifying life events
Reconcile benefit deductions with payroll and accounting records
Coordinate with brokers and benefit providers to resolve coverage issues and billing discrepancies
Manage workers’ compensation reporting, audits, and employee classifications
Handle Workers Comp claim and related expenses as needed
Work with field management team to ensure employees’ workplace compliance and safety
Insurance & Risk Management
Coordinate with insurance brokers to ensure active General Liability, Builder’s Risk, Auto, and Workers’ Compensation coverage across all projects
Track policy expirations, renewals, and project-specific extensions
Ensure insurance compliance at both company and project levels
Compliance, Licensing & Tax Coordination
Manage and track all critical annual and recurring deadlines, including:
W-2 and 1099 preparation and issuance
Payroll tax filings
Federal and California S-Corp filings
City of Los Angeles Business Tax renewal
Quarterly estimated tax payments
California Statement of Information
Coordinate contractor license renewals and workers’ compensation compliance
Work directly with external CPAs to ensure timely and accurate filings