Director of Admin & Finance

We are seeking a Director of Administration & Finance to lead the business-support and financial operations of a structural engineering and inspection firm. This role is critical to transforming the company from founder-dependent to systems-driven, managing the firm's ERP/CRM as the single source of truth while freeing the principal to focus on client relationships and growth.

The ideal candidate will have extensive experience in business administration and finance within a US-based professional services environment, strong fluency with project-based ERP systems, and meticulous attention to detail in bookkeeping, contracts, and compliance. This position operates independently with minimal supervision, coordinating with US-based accountants, insurance brokers, and payroll providers while maintaining all administrative and financial operations in the firm's core system.

Job Responsibilities:

• Own bookkeeping and finance operations in the company's ERP system, including project accounting, general ledger coding, reconciliations, and monthly close procedures.
• Manage accounts payable, accounts receivable, client billing, and collections to ensure timely cash flow.
• Maintain the firm's ERP system as the single source of truth and produce weekly scorecards tracking utilization, realization, project margin, AR aging, recurring revenue, and pipeline.
• Generate monthly management reports and financial dashboards for executive review.
• Administer the firm's insurance program, including general liability, professional liability, workers' compensation, and auto insurance renewals and certificates.
• Maintain accounting records required for tax filings and coordinate with external CPAs and tax professionals.
• Administer engagement contracts, NDAs, and compliance documentation to ensure regulatory deadlines are met.
• Manage vendor relationships, software subscriptions, and IT systems coordination while controlling recurring spend.
• Coordinate payroll and contractor payments, handle employee onboarding and basic HR administration.
• Provide calendar and inbox-triage support to the principal to minimize founder involvement in routine business matters.
• Track business registrations, professional license renewals, and regulatory filing deadlines.

Qualifications:

• Bachelor's degree with at least 8 years of experience in business administration, finance/bookkeeping, or operations administration, ideally supporting a US-based professional services, engineering, or construction firm.
• Fluency in a project-based ERP/PSA system, with Unanet strongly preferred; comparable platforms (Deltek Vantagepoint, BST, Ajera, or similar) acceptable.
• Hands-on experience in US bookkeeping: project and general accounting, AP/AR, billing and collections, and monthly close procedures.
• Proven experience managing insurance renewals, certificates, and contract administration.
• Comfortable coordinating with US CPAs, insurance brokers, and payroll providers.
• Excellent written and verbal communication skills in English.
• High degree of precision, organization, and attention to detail in financial and compliance matters.
• Trustworthy and discreet with sensitive financial and business information.
• U.S. experience required.

Requirements:

• Updated Resume/CV.
• Ability to work in a fast-paced, dynamic environment.
• Reliable internet connection and personal computer.
• UPS/battery backup to ensure continuity during power interruptions.

Benefits:

• Competitive salary with performance-based incentives.
• WFH set-up.
• Opportunities for career advancement.
• HMO coverage for employee and immediate family members.

Join our team now and be part of the top 1% talent in the Philippines!