Operations, Finance & HR Administrator
San Jose, CA 95126
- Full-Time | In-Office
- High-Ownership | Hands-On | Growth-Oriented
We are building the foundation for a multi-company roofing platform over the next five years.
We are not hiring a traditional "office manager.”
We are hiring the person who will bring structure, financial discipline, and administrative leadership to our back office — and help us scale intelligently.
If you thrive on organized systems, clean payroll processes, compliance accuracy, and keeping operations tight, this role is for you.
THE MISSION
You will own the administrative and financial execution engine of the company.
You will work directly with ownership and operational leadership to:
- Maintain accurate payroll and financial workflows
- Ensure HR compliance and documentation integrity
- Support operational efficiency
- Keep the office professional and organized
- Help build scalable systems for future acquisitions
This is a high-responsibility, hands-on role in a fast-moving construction environment.
Payroll & HR Administration
- Process payroll accurately and on schedule (QuickBooks/Gusto/ADP)
- Maintain timekeeping, PTO tracking, and payroll records
- Coordinate employee onboarding paperwork and personnel files
- Manage benefits enrollment and documentation
- Support workers' compensation reporting and audits
- Maintain compliance with California labor requirements
- Track safety documentation and assist with HR compliance tasks
You will not be expected to set HR policy — but you must execute it cleanly and accurately.
Financial Workflow & Accounting Support
- Manage A/P workflow using Dext and QuickBooks Online
- Organize vendor bills and prepare weekly payment batches
- Track deposits and maintain accurate logs
- Prepare invoice drafts and support billing processes
- Maintain vendor files (W9s, insurance certificates, contracts)
- Assist with A/R tracking and aging preparation
- Maintain organized digital and physical financial records
- Support external bookkeeper with documentation and reporting
You must be comfortable working with numbers and financial systems.
Compliance & Insurance Coordination
- Maintain master renewal calendar (licenses, DMV, insurance, fleet)
- Coordinate Workers' Compensation documentation and audits
- Manage general liability and insurance certificate requests
- Ensure compliance paperwork remains current and organized
Office & Operational Support
- Serve as the consistent in-office presence
- Manage incoming mail and check processing
- Maintain organized filing systems
- Keep the office professional, orderly, and functional
- Coordinate service vendors (internet, phone, utilities)
- Provide light operational or dispatch backup when needed
This is a hands-on role. Construction is not corporate — you must be comfortable in a trade environment.
WHO YOU ARE:
- Highly organized and detail-driven
- Comfortable processing payroll and handling confidential HR data
- Strong with numbers and administrative systems
- Calm under pressure
- Self-directed and proactive
- Low ego, high accountability
- Able to manage multiple priorities without constant supervision
- Strong communicator
You take pride in clean payroll runs, accurate records, organized systems, and a professional office environment.
GROWTH OPPORTUNITY:
As the company expands through acquisition, this role can evolve into Shared Services or Administrative Operations leadership.
You will help build the centralized back-office structure that supports multiple operating companies.
QUALIFICATIONS
Required:
- At least 3+ years’ experience in office management, payroll, or operations administration
- Experience processing payroll
- Proficiency with QuickBooks Online (AP/AR familiarity required)
- Experience handling HR documentation and compliance
- Strong organizational and multitasking skills
Preferred:
- Construction or roofing industry experience
- Familiarity with California labor laws
- Bilingual (Spanish/English) is a plus
COMPENSATION & BENEFITS
- Competitive salary: $90,000 – $110,000 (based on experience)
- Health, dental, and vision insurance options
- Retirement plan with company contribution
- Paid time off and holidays
- Direct exposure to ownership and leadership
- Growth opportunity as the company expands
HOW TO APPLY:
Send your resume and a short note answering:
"What is the most common payroll or HR mistake you've seen in small businesses — and how would you prevent it?”
We are looking for someone who wants ownership — not just a job.
We are an equal opportunity employer, and we are an organization that values diversity. We welcome applications from all qualified candidates, including minorities and persons with disabilities.
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