DIVISION FINANCE AND OPERATIONS MANAGER
10 days ago
Austin
Job Description:\n\nTMT Maintenance and Construction \n \nPosition Title: Division Finance & Operations Manager\nLocation: U.S. based\nReporting To: CVP Finance and Accounting\nStatus: Exempt, Full-Time – Remote\nSalary: $150k - $175k DOE\nCOMPANY PROFILE:\n\n Company Name: TMT Maintenance & Construction, LLC, is a subsidiary of The Management Trust doing business as Home Maintenance & Inspection (HMI), William Baile Construction (WBC), and Integrity Builders West (IBW).\n Affiliation: Part of The Management Trust family of companies, collectively referred to internally as TMC (Trust Maintenance and Construction).\n Services Provided:\n \n Comprehensive repair, maintenance, and restoration services for HOA communities\n 24/7 emergency response services\n Roofing, plumbing, and electrical services\n Landscaping and irrigation repairs\n Drywall, stucco, and painting services\n Fire sprinkler repairs and annual testing\n Project management and full build-back services\n Warranty services for homebuilder clients\n Building engineering services for high-rise and complex communities\n Construction management for capital projects\n Time-and-material repair work, Capital project work, and Insurance claim work\n \n\n \n\n Geographic Focus: Primarily serving clients throughout Southern California, Nevada, and Oregon.\n Company Structure: A licensed general contracting firm with multiple shareholders, including key principals from HMI, WBC, and IBW.\n Company Values: Emphasizes prompt communication, reliable service, and being “Trust material” as part of The Management Trust’s evolution into a full property services company.\n\nEMPLOYEE OWNER POSITION PURPOSE:\nAs the TMT Maintenance & Construction Sr. Controller, you will fulfill two complementary missions: Accounting and Operational, with leadership and supervision of a team of 8 central to the role. Partnering with the SVP of Construction, the CVP of Finance and Accounting, Operational Leaders, HQ Financial Services, and Executive Leadership, you will connect financial discipline, team accountability, and operational execution to support sound business decisions and growth of this 100 employee $15MM company.\nAccounting Mission: You will lead and supervise a team of 8 covering General Ledger, AR & Collections, AP and Job Costing, BuildOps Work Orders, Vehicle Fleet and Safety Administration, and General Administration. You will establish priorities and work standards, assign responsibilities, coach and train staff, monitor accuracy and completion, resolve workflow issues, and promote accountability, collaboration, and service excellence. As the technical accounting and financial systems leader, you will oversee GAAP, the chart of accounts, monthly and annual close, audit and tax coordination, industry licensing, financial reporting, work-in-progress (WIP) accounting, job costing, sales pipeline analysis, accounts receivable, collections, AP, and spend and profitability analysis. You will apply expert knowledge of BuildOps and Sage Intacct to strengthen data integrity, internal controls, reporting, and scalable processes, delivering accurate, timely financial reports and actionable insights that improve cash flow and profitability.\nOperational Mission: You will serve as a key operational support partner to the SVP of Construction and other Operational and Executive Leaders on business-critical matters beyond accounting. This support may include insurance coverage and renewal coordination, construction licensing and compliance documentation, human resources coordination with designated HR partners, vendor administration, fleet and safety administration, business continuity, and other key operational needs. Working with appropriate functional owners and external professionals, you will track requirements and deadlines, coordinate documentation and action items, resolve administrative barriers, and escalate risks to support operational readiness and effective execution.\nJOB DUTIES AND RESPONSIBILITIES:\n\n Review financial results and operating priorities with the SVP of Construction, CVP of Finance and Accounting, HQ Financial Services, and leadership; identify decisions needed and follow through on agreed actions\n Organize the accounting calendar, allocate transaction-processing and reporting responsibilities, and coordinate HQ Financial Services support to complete the full accounting cycle\n Direct daily assignments and coverage for the team of 8 across General Ledger, AR & Collections, AP and Job Costing, BuildOps Work Orders, Vehicle Fleet and Safety Administration, and General Administration\n Conduct regular staff check-ins, review work quality and deadlines, address training needs, and adjust workloads and coverage to resolve bottlenecks and maintain service standards\n Review account and dimensional coding, maintain chart-of-accounts documentation, and resolve general ledger classification issues in accordance with GAAP and Company policy\n Maintain close checklists and deadlines, review journal entries and supporting schedules, and resolve outstanding accruals, deferrals, prepaids, and reconciliation items for monthly, quarterly, and annual close\n Assemble and reconcile the financial statement package, investigate discrepancies, and explain balance sheet, income statement, cash flow, and budget-to-actual variances for leadership review\n Ensure the accurate and timely processing of vendor payments, customer receipts, banking activity, payroll-related entries, and other financial transactions\n Compile tax and audit schedules, respond to CPA and reviewer requests, and track outstanding documentation and follow-up items through completion\n Document approval requirements and control procedures, review compliance and retained evidence, and implement corrective actions for identified control gaps\n Lead annual budgeting, rolling forecasts, and financial planning cycles for construction and maintenance operations\n Analyze financial performance, trends, exceptions, and risks, and provide actionable recommendations to leadership\n Prepare variance analyses and translate financial results into operational insights for construction and maintenance projects\n Develop financial models for strategic initiatives, staffing, capital investments, project opportunities, and operating plans\n Maintain documented assumptions and evaluate base, downside, and upside scenarios when uncertainty is material\n Review cash forecasts, receivable aging, payable schedules, and working capital trends; flag liquidity pressures and coordinate payment and collection priorities\n Review overdue balances with the collections staff, agree on customer follow-up actions, and track disputes, payment commitments, and escalations\n Partner with operational leaders to improve receivable turnover, manage payment timing, and protect cash\n Prepare weekly accounts receivable and collection reports for leadership review\n Prepare and analyze profitability reports by company, division, department, project, and job when reliable source data is available\n Reconcile WIP schedules to job records and the general ledger; validate contract values, costs incurred, estimated costs to complete, percent complete, earned revenue, and projected margins\n Monitor project budget-to-actual performance, margin deterioration, change orders, underbilling, overbilling, unbilled costs, committed costs, and project closeout activity\n Partner with project managers and operational leaders to review project status, validate cost-to-complete estimates, and identify financial or operational risks\n Compile monthly sales pipeline reports, reconcile opportunity and backlog data, and review conversion assumptions, revenue forecasts, capacity, and anticipated project start dates with operations\n Monitor and analyze revenue, gross margin, operating expenses, and EBITDA, and recommend actions to improve performance\n Ensure Ramp credit card transactions are coded accurately and on time and marked ready to sync to Sage Intacct to support timely period-end close\n Prepare necessary general ledger entries when transactions are posted to an incorrect account, department, division, project, or job\n Investigate reporting and integration exceptions across BuildOps, Ramp, Avid, Stampli, Sage Intacct, and related systems; coordinate corrections and validate downstream accounting impacts\n Document accounting-system workflows and reporting practices, troubleshoot user issues, and provide technical guidance on construction and maintenance transactions\n Automate manual reporting, reconciliations, and recurring analytical processes using AI and other appropriate tools\n Map recurring workflows, document source-data requirements and reporting logic, and implement standardized procedures that reduce rework and unsupported calculations\n Identify financial, operational, payroll, tax, licensing, compliance, and reporting risks and recommend appropriate escalation or remediation\n Promote timely submissions, verifiable business-related expenses, accountability, and financial discipline across operations\n Support system integrations, migrations, acquisitions, and strategic growth initiatives\n Drive cross-functional collaboration among finance, accounting, operations, payroll, project management, and executive leadership\n Build strong internal, external, and cross-functional relationships\n Maintain an operational action list for the SVP of Construction and other Operational and Executive Leaders, confirm responsible parties and due dates, and provide status updates on open matters\n Gather insurance renewal information and coverage documentation, coordinate submissions with functional owners and external professionals, and follow up on missing information or unresolved coverage questions\n Maintain construction licensing records and a renewal calendar, assemble required compliance documentation, and follow up on pending submissions or issues requiring leadership attention\n Route HR-related administrative requests to designated HR partners, gather authorized supporting documentation, and track follow-up while safeguarding confidential information\n Review vendor records and administrative documentation for completeness, follow up on missing items, and coordinate resolution of issues that delay service delivery\n Review fleet and safety administration records maintained by assigned staff, track upcoming deadlines and open items, and coordinate follow-up with responsible operational and safety partners\n Assist functional owners with business continuity documentation and readiness action items, and provide administrative follow-through on other operational priorities assigned by leadership\n Other duties and special projects as assigned\n\n \nQUALIFICATIONS:\n\n Bachelor’s degree with a primary focus in Accounting, Finance, or a related field preferred, or an equivalent combination of education and progressive accounting experience; Advanced degree, CPA license, MBA, or progress toward a professional accounting certification preferred, but not required\n Minimum of five (5) years of progressive accounting experience, including accounting management oversight and direct, hands-on responsibility for month-end and year-end close and financial statement preparation\n Demonstrated experience supervising accounting and administrative teams, including assigning work, setting priorities, coaching and training staff, and overseeing accurate, timely completion of responsibilities across multiple functions\n Construction, maintenance, contracting, project-based services, or related industry accounting experience strongly preferred\n Strong working knowledge of GAAP, technical accounting, internal controls, audit support, tax coordination, and industry licensing requirements\n Demonstrated understanding of chart-of-accounts design and general ledger structure, including establishing, maintaining, and troubleshooting account, department, division, project, and job coding\n Hands-on experience independently preparing and analyzing a complete financial statement package, including the balance sheet, income statement, statement of cash flows, and budget-to-actual variance reporting\n Thorough knowledge of monthly, quarterly, and annual close processes, including journal entries, accruals, deferrals, prepaid amortization, bank reconciliations, and account reconciliations\n Demonstrated experience with construction and maintenance project accounting, including work-in-progress (WIP), percentage-of-completion concepts, cost-to-complete estimates, change orders, underbilling, overbilling, committed costs, and project closeout\n Experience analyzing project and job profitability, gross margin, backlog, sales pipeline, operating expenses, EBITDA, and related operational performance measures\n Experience managing accounts receivable, collections, accounts payable, cash flow, liquidity, and working capital in a project-based operating environment\n Advanced Excel and financial modeling skills, with the ability to translate complex financial and operational data into clear recommendations\n Experience with Sage Intacct and BuildOps strongly preferred; familiarity with Ramp, Avid, Stampli, ERP integrations, reporting automation, and AI-enabled finance tools is beneficial\n Ability to standardize accounting processes, strengthen source-data reliability, document scalable workflows, and lead continuous improvement initiatives\n Ability to work independently in a dynamic, deadline-driven environment while managing competing priorities and maintaining accuracy\n Proven ability to partner with executive leaders, operational leaders, project managers, finance, accounting, payroll, and external professionals\n High degree of integrity, confidentiality, professionalism, attention to detail, sound judgment, customer service, and teamwork\n\n \n \n \n \n \n \n \n \n \n \n \nSPECIAL POSITION REQUIREMENTS:\nMust have and maintain a valid driver’s license, vehicle insurance, and driving record in compliance with Company policy\nESSENTIAL FUNCTIONS:\n\n Use standard office equipment, including computer, phone, copier/scanner, etc.\n Be stationary for periods of time\n Relocate up to (25) pounds\n Travel to and from onsite/offsite locations when needed\n Expert knowledge of BuildOps software\n Conversational Spanish a plus\n\nSUPERVISES OTHERS:\nSupervise a team of 8 covering the following functions: General Ledger, AR & Collections, AP and Job Costing, BuildOps Work Orders, Vehicle Fleet and Safety Administration, and General Administration.\nSCHEDULE & TRAVEL:\n\n Monday-Friday from approx. 8:00 am-5:00 pm\n This position may require occasional long hours to meet business needs\n\nThe Management Trust is an Equal Opportunity employer. We celebrate and support diversity.\nTMT reserves the right to modify this job description at any time based on business need.
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