Director of Business Administration

Position Summary:

The Director of Business Administration is responsible for overseeing the company’s administrative, financial, human resources, and contract management functions. This role supports company leadership by ensuring strong internal controls, efficient business processes, and compliance with industry, contractual, and regulatory requirements. The position works closely with ownership and field management to support profitable growth and operational excellence.

Key Responsibilities:

1. Finance & Accounting Oversight

· Oversee day-to-day financial operations, including AP, AR, payroll coordination, job costing support, and general ledger accuracy

· Daily use and entry of QuickBooks and CRM System (FieldEdge)

· Preparation of monthly financials statements and reports

· Work with external CPA/accounting firm on audits and tax preparation

· Monitor cash flow, aging reports, and working capital

· Assist ownership with budgeting, forecasting, and financial reporting

· Ensure proper internal controls and financial policies are followed

2. Human Resources & Payroll

· Oversee HR functions including hiring coordination, onboarding, benefits administration, employee records, and compliance

· Lead, mentor, and manage 3-4 direct reports

· Ensure compliance with labor laws, employment regulations, and company policies

· Support performance review processes and employee relations

· Oversee payroll processing with external payroll company and coordination with field and office teams

· Compile and submit monthly union reports

3. Contracts & Risk Management

· Review, track, and manage customer contracts, subcontracts, and change documentation

· Support installation project with contract compliance, billing requirements, and closeout documentation

· Preparation of certified payroll reporting, AIA required contracts and other specialized contract requirements

· Coordinate certificates of insurance, bonding, and risk management requirements

· Maintain contract files and ensure adherence to contract terms

4. Administration & Office Operations

· Provide direct supervision to administrative staff

· Develop, implement, and improve administrative systems, policies, and procedures

· Oversee document management, record retention, and compliance requirements

· Serve as a key liaison between office administration and field operations

5. Leadership & Strategic Support

· Act as a trusted partner to ownership

· Provide insight and recommendations to improve efficiency, profitability, and scalability

· Support company growth initiatives through improved systems and processes

Qualifications:

Required

· 5+ years of experience in administration, finance, or business operations

· Proficient in QuickBooks

· Experience in the mechanical, construction, HVAC, or trades industry strongly preferred

· Working knowledge of construction accounting, job costing, and contract administration

· Experience overseeing HR and payroll functions

· Strong organizational, communication, and leadership skills

Preferred

· Bachelor’s degree in Business Administration, Accounting, Finance, or related field

· Experience working with external CPAs, legal counsel, and insurance providers

· Familiarity with construction management or accounting software

Skills & Competencies

· Strong attention to detail and accuracy

· Ability to manage multiple priorities and deadlines

· Professional judgment and discretion

· Process-driven with a continuous improvement mindset

· Collaborative leadership style