Director of Administration

Job Description — Director of Administration

Role summary

This role builds and runs one shared back office for a group of home-services and trades companies under one owner. The group has grown through acquisitions, and each company still runs its own billing, payroll, purchasing and systems. The job is to bring those onto common processes, cut duplicated work and give the owner clear numbers across every company.

Companies in the group today:

• R&D Property Ventures
• Ambassador Home Maintenance
• Comfort Control Heating & Air
• All Water Plumbing & Septic

The person in this role does not run field operations. They make sure the office side of every company works the same way, so field teams can focus on the work.

Responsibilities

What this role owns:

Integration

Bring each acquired company onto shared processes, systems and policies; lead the admin side of any future acquisition

Billing and collections

One invoicing standard across companies (job closed to invoice sent within a set time); follow-up on overdue invoices; clean intercompany billing between affiliated companies

Accounts payable

Vendor setup, bill approval workflow and payment schedule; consolidate supplier accounts where it saves money

Payroll and HR administration

Payroll accuracy, workers' comp class codes, PTO tracking, benefits enrollment, onboarding and offboarding paperwork

Systems

Choose and standardize field-service, accounting and file-storage tools; keep logins, data and naming consistent

Policies and SOPs

Write and maintain shared policies (company cards, PTO, purchasing, vehicles) and an SOP binder for each office role

Reporting

Monthly numbers for each company and the group: revenue, receivables, payables, labor cost, overhead

Office Team

Lead and develop the office managers and admin staff across companies; set priorities and cover gaps

Risk and Compliance

Insurance, licenses, vehicle records, tax filing deadlines and vendor documents (W-9s, COIs)

Each company's records, bank accounts and books stay separate. Shared work means shared processes, not merged finances.

First-year goals

Success in year one is measured by these outcomes, with targets set with the owner in the first 60 days.

• First 90 days: map how each company handles billing, payables, payroll and purchasing today, and deliver a written plan ranking what to standardize first.
• Invoicing: every company invoices completed jobs within an agreed number of days, and overdue receivables drop to a target set by the owner.
• One way of working: shared processes in place for invoicing, bill pay, PTO and company cards, documented in SOPs.
• Systems: a decision on the shared field-service and accounting setup, with a rollout schedule.
• Monthly reporting: a one-page monthly report for each company and the group, delivered by a set day each month.
• Savings: measurable reduction in duplicated admin hours, software and supplier costs, reported quarterly.

Qualifications

Required

• 7+ years in business operations, finance or administration, with at least 3 years leading a team
• Hands-on experience with small-business accounting (QuickBooks Online or similar), payroll and accounts receivable/payable
• Track record of standardizing processes or systems across locations, divisions or acquired companies
• Comfortable with spreadsheets and with reading a profit and loss statement
• Clear writer who can turn a messy process into a simple, followed SOP

Preferred

• Experience in construction, home services or field-service trades (plumbing, HVAC, maintenance, property management)
• Experience with field-service software (Housecall Pro or similar) and property management software
• Background in a multi-entity or private-equity-backed small-business group
• Bachelor's degree in business, accounting or a related field, or equivalent experience

Position Details

Reports to: Owner

Direct reports: Office managers and admin staff across the companies

Authority: Sets administrative standards, policies and systems for every company in the group

Location: Fayetteville, AR area; regular time at each company's office

Schedule: Full time, salaried

Compensation: $65,000 to $90,000 base, plus a performance bonus of 10% to 15% tied to first-year goals

Benefits

Starting after 30 days of employment in good standing unless noted:

Health insurance: Blue Cross Blue Shield plan; the company pays 50% of the cost; active within 30 days

Paid time off: 2 weeks PTO, accruing from the start date and resetting at the beginning of each year; more days added at each work anniversary

Paid holidays: 8 paid holidays per year, after 90 days

401(k): 100% company match up to 3% of pay, and 50% match up to 5%

Bonus: Bonus structure and KPIs set at 90 days, with no cap on earnings

Referral program: Paid on a 10/30/70 basis for referred project work valued at $4,000 or more, across Comfort Control, All Water Plumbing and Ambassador Homes

Mileage: Paid for any company business travel

Remote work: Permitted after 90 days with approval 24 hours in advance in a situational basis.

Pay: $65,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person