Construction Accounting Manager

CONSTRUCTION FINANCE MANAGER Shelby Construction, Inc. — Clearwater, FL Company: Shelby Construction, Inc. Location: Clearwater, FL (on-site with flexibility) Reports To: COO Employment Type: Full-Time, Salaried, W-2 Salary Range: $65,000 – $75,000 depending on experience Department: Finance (sole finance role — reports directly to leadership) ABOUT SHELBY CONSTRUCTION Shelby Construction is a growing residential construction company based in Clearwater, FL. We've grown from $1M to nearly $8M in annual gross revenue over the past four years and are continuing to scale. We build custom residential projects across the Tampa Bay area and take pride in running a tight, process-driven operation. We're looking for someone who wants to own the financial side of a growing construction company — not just process transactions, but think about what the numbers mean and help leadership make better decisions. This is a hands-on role where you'll be the only finance person in the company, working directly with the COO and ownership. THE ROLE This is not a traditional bookkeeping job. We have strong processes, systems, and templates already in place. You'll manage all day-to-day financial operations (AP/AR, payroll, billing, sub payments) while also owning financial reporting, project cost tracking, cash flow forecasting, and budget analysis. You'll work in QuickBooks and BuilderTrend daily. If you're someone who sees a $60/month subscription nobody's using and cancels it without being told, who sends a bills list ranked by urgency with a recommendation on what to pay first, and who flags a job going over budget while there's still time to fix it — this role is built for you. CORE RESPONSIBILITIES Construction Purchasing & Subcontractor Management - Sign up new subcontractors with all required documentation: workers' comp, general liability insurance, license, and signed master agreement - Send sub contracts through BuilderTrend for signature, referencing the master agreement - Maintain a tracker of all active sub insurance and WC expiration dates; proactively request renewals 30 days before expiration through BuilderTrend - Track and input receipts for all purchases; follow up on missing receipts - Create and get signed purchase orders; enter POs and change orders in BuilderTrend within 24 hours of approval - Track subcontractor invoices, input into BuilderTrend, and generate bills when due - Ensure lien releases are obtained before every sub payment — no exceptions - Process back charges to subs per company procedure: notify the sub in writing of the charge, cost, and hours before deducting from payment; CC site super, COO, and ownership Accounts Receivable - Create customer profiles in QuickBooks and link to BuilderTrend - Receive new sales orders and create deposit requests through BuilderTrend - Create invoices to customers and actively follow up to collect payment - Create purchase orders in BuilderTrend based on site super requests - Create payment requests off purchase orders and bill clients - Collect all monies owed to Shelby Construction — proactively chase overdue balances and escalate when needed - Deliver a weekly collections/aging report every Monday: client name, amount, days outstanding, actions taken, next steps Accounts Payable - Ensure all supplier invoices and payment requests are accurately recorded in both BuilderTrend and QuickBooks - Process employee travel and reimbursement - Manage release of liens prior to paying subcontractors - Categorize all credit card and bank account transactions in QuickBooks weekly Payroll - Collect legal documents from subcontractors (W-4, GL, WC certs) - Process payroll on time every cycle with zero late runs - Upload 401(k) spreadsheet each pay period Financial Reporting & Analysis - Keep QuickBooks updated and reconcile bank accounts regularly - Provide information to CPA for tax preparation - Produce a quarterly financial summary for the company in coordination with the COO and CPA - Maintain general ledger accounting - Maintain and enforce accounting policies and procedures Project Cost Tracking & Job Costing - Enter job budgets in BuilderTrend for every new project so POs track against budget - Monitor budget vs. actual on all active jobs every two weeks; flag any job at 80%+ of budget with work remaining - Deliver a complete project cost report within 5 business days of every job close — including labor hours, materials, and subcontractor costs compared to budget, with profit margin and variance explanation - Ensure accurate cost codes on every BuilderTrend entry — no miscategorized expenses Cash Flow Forecasting - Own and maintain the company's weekly revenue and profit forecasting spreadsheets (project-by-project, with contract values, weekly totals, start/completion dates) - Update forecasting tools weekly with current project data: actual revenue collected, costs paid, revised completion dates, new projects - Produce a monthly 30/60/90-day cash flow look-ahead: what's coming in, what's going out, and whether a cash gap is expected Weekly Financial Planning - Prepare and deliver the weekly Financial Planning (FP) report with analysis — not just numbers - Rank proposed bills by urgency with explanation; recommend payment prioritization when cash is tight - Break down recurring charges (subscriptions, advertising, etc.) with detail — identify unused or underperforming expenses - Deliver a one-page monthly Financial Health Summary to leadership: revenue vs. expected, cash position, AR aging, AP obligations, and flags Initiative & Ownership - Proactively identify cost savings, billing errors, unused subscriptions, vendor issues, and unbilled work — don't wait to be told - Come to meetings prepared with specific numbers and context, not surface-level answers - When reporting financials, include a recommendation — don't just present the situation for someone else to solve QUALIFICATIONS Required: - 3+ years of experience in a finance, accounting, or bookkeeping role — construction industry experience strongly preferred - Proficiency in QuickBooks (daily use) - Experience with construction project management software (BuilderTrend preferred, or willingness to learn quickly) - Strong Excel/spreadsheet skills — you'll be maintaining forecasting models, not just data entry - Understanding of AP/AR, payroll processing, bank reconciliations, and general ledger accounting - Ability to work independently with minimal supervision — this is a solo finance role - Strong written and verbal communication — you'll be reporting directly to the COO and ownership Preferred: - Experience with construction job costing, lien releases, AIA billing, or progress billing - Experience with cash flow forecasting or financial modeling - Familiarity with Florida construction lien law - Bachelor's degree in accounting, finance, or business administration - CPA, CMA, or CCIFP certification (or working toward one WHAT WE OFFER - Salary: $65,000 – $75,000 depending on experience and room to grow - 401(k) with 4% company match - Flexible PTO — no cap, approved by your manager - All federal holidays off + Black Friday, Christmas Eve, New Year's Eve - Direct line to leadership at a fast-growing company — your impact is visible and valued WHO WOULD BE A GOOD FIT You're not just looking for a job entering numbers into software. You want to own something. You see a problem and you fix it before someone asks you to. You look at a spreadsheet and you don't just see data — you see a story about where the money went and what should happen next. You're organized, reliable, and detail-oriented — but you also think ahead. You'd rather send your boss a recommendation than wait to be asked. You take pride in keeping the books tight and the cash flowing. You want to grow with a company, not just work at one. Shelby Construction is scaling, and we need someone in this seat who can scale with us. Employment Type: Full Time Salary: $60,000 - $75,000 Annual Bonus/Commission: No