DIVISION FINANCE AND OPERATIONS MANAGER

Job Description

TMT Maintenance and Construction

Position Title: Division Finance & Operations Manager

Location: U.S. based

Reporting To: CVP Finance and Accounting

Status: Exempt, Full-Time – Remote

Salary: $150k - $175k DOE

COMPANY PROFILE

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).

Affiliation: Part of The Management Trust family of companies, collectively referred to internally as TMC (Trust Maintenance and Construction).

Services Provided

Comprehensive repair, maintenance, and restoration services for HOA communities

24/7 emergency response services

Roofing, plumbing, and electrical services

Landscaping and irrigation repairs

Drywall, stucco, and painting services

Fire sprinkler repairs and annual testing

Project management and full build-back services

Warranty services for homebuilder clients

Building engineering services for high-rise and complex communities

Construction management for capital projects

Time-and-material repair work, Capital project work, and Insurance claim work

Geographic Focus: Primarily serving clients throughout Southern California, Nevada, and Oregon.

Company Structure: A licensed general contracting firm with multiple shareholders, including key principals from HMI, WBC, and IBW.

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.

EMPLOYEE OWNER POSITION PURPOSE

As 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.

Accounting 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.

Operational 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.

JOB DUTIES AND RESPONSIBILITIES

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

Organize the accounting calendar, allocate transaction-processing and reporting responsibilities, and coordinate HQ Financial Services support to complete the full accounting cycle

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

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

Review account and dimensional coding, maintain chart-of-accounts documentation, and resolve general ledger classification issues in accordance with GAAP and Company policy

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

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

Ensure the accurate and timely processing of vendor payments, customer receipts, banking activity, payroll-related entries, and other financial transactions

Compile tax and audit schedules, respond to CPA and reviewer requests, and track outstanding documentation and follow-up items through completion

Document approval requirements and control procedures, review compliance and retained evidence, and implement corrective actions for identified control gaps

Lead annual budgeting, rolling forecasts, and financial planning cycles for construction and maintenance operations

Analyze financial performance, trends, exceptions, and risks, and provide actionable recommendations to leadership

Prepare variance analyses and translate financial results into operational insights for construction and maintenance projects

Develop financial models for strategic initiatives, staffing, capital investments, project opportunities, and operating plans

Maintain documented assumptions and evaluate base, downside, and upside scenarios when uncertainty is material

Review cash forecasts, receivable aging, payable schedules, and working capital trends; flag liquidity pressures and coordinate payment and collection priorities

Review overdue balances with the collections staff, agree on customer follow-up actions, and track disputes, payment commitments, and escalations

Partner with operational leaders to improve receivable turnover, manage payment timing, and protect cash

Prepare weekly accounts receivable and collection reports for leadership review

Prepare and analyze profitability reports by company, division, department, project, and job when reliable source data is available

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

Monitor project budget-to-actual performance, margin deterioration, change orders, underbilling, overbilling, unbilled costs, committed costs, and project closeout activity

Partner with project managers and operational leaders to review project status, validate cost-to-complete estimates, and identify financial or operational risks

Compile monthly sales pipeline reports, reconcile opportunity and backlog data, and review conversion assumptions, revenue forecasts, capacity, and anticipated project start dates with operations

Monitor and analyze revenue, gross margin, operating expenses, and EBITDA, and recommend actions to improve performance

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

Prepare necessary general ledger entries when transactions are posted to an incorrect account, department, division, project, or job

Investigate reporting and integration exceptions across BuildOps, Ramp, Avid, Stampli, Sage Intacct, and related systems; coordinate corrections and validate downstream accounting impacts

Document accounting-system workflows and reporting practices, troubleshoot user issues, and provide technical guidance on construction and maintenance transactions

Automate manual reporting, reconciliations, and recurring analytical processes using AI and other appropriate tools

Map recurring workflows, document source-data requirements and reporting logic, and implement standardized procedures that reduce rework and unsupported calculations

Identify financial, operational, payroll, tax, licensing, compliance, and reporting risks and recommend appropriate escalation or remediation

Promote timely submissions, verifiable business-related expenses, accountability, and financial discipline across operations

Support system integrations, migrations, acquisitions, and strategic growth initiatives

Drive cross-functional collaboration among finance, accounting, operations, payroll, project management, and executive leadership

Build strong internal, external, and cross-functional relationships

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

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

Maintain construction licensing records and a renewal calendar, assemble required compliance documentation, and follow up on pending submissions or issues requiring leadership attention

Route HR-related administrative requests to designated HR partners, gather authorized supporting documentation, and track follow-up while safeguarding confidential information

Review vendor records and administrative documentation for completeness, follow up on missing items, and coordinate resolution of issues that delay service delivery

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

Assist functional owners with business continuity documentation and readiness action items, and provide administrative follow-through on other operational priorities assigned by leadership

Other duties and special projects as assigned

QUALIFICATIONS

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

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

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

Construction, maintenance, contracting, project-based services, or related industry accounting experience strongly preferred

Strong working knowledge of GAAP, technical accounting, internal controls, audit support, tax coordination, and industry licensing requirements

Demonstrated understanding of chart-of-accounts design and general ledger structure, including establishing, maintaining, and troubleshooting account, department, division, project, and job coding

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

Thorough knowledge of monthly, quarterly, and annual close processes, including journal entries, accruals, deferrals, prepaid amortization, bank reconciliations, and account reconciliations

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

Experience analyzing project and job profitability, gross margin, backlog, sales pipeline, operating expenses, EBITDA, and related operational performance measures

Experience managing accounts receivable, collections, accounts payable, cash flow, liquidity, and working capital in a project-based operating environment

Advanced Excel and financial modeling skills, with the ability to translate complex financial and operational data into clear recommendations

Experience with Sage Intacct and BuildOps strongly preferred; familiarity with Ramp, Avid, Stampli, ERP integrations, reporting automation, and AI-enabled finance tools is beneficial

Ability to standardize accounting processes, strengthen source-data reliability, document scalable workflows, and lead continuous improvement initiatives

Ability to work independently in a dynamic, deadline-driven environment while managing competing priorities and maintaining accuracy

Proven ability to partner with executive leaders, operational leaders, project managers, finance, accounting, payroll, and external professionals

High degree of integrity, confidentiality, professionalism, attention to detail, sound judgment, customer service, and teamwork

SPECIAL POSITION REQUIREMENTS

Must have and maintain a valid driver’s license, vehicle insurance, and driving record in compliance with Company policy

ESSENTIAL FUNCTIONS

Use standard office equipment, including computer, phone, copier/scanner, etc.

Be stationary for periods of time

Relocate up to (25) pounds

Travel to and from onsite/offsite locations when needed

Expert knowledge of BuildOps software

Conversational Spanish a plus

SUPERVISES OTHERS

Supervise 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.

SCHEDULE & TRAVEL

Monday-Friday from approx. 8:00 am-5:00 pm

This position may require occasional long hours to meet business needs

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on business need.