Assistant Controller (Finance/Accounting)

Role Summary

The Assistant Controller is responsible for full financial accuracy, controls, and visibility for Shaker Painting. This role oversees the bookkeeper, reviews all financial activity, and ensures that QuickBooks Online, Excel reports, AR, and WIP are correct, complete, and decision ready.

This is a hands-on senior accounting role, not a strategic CFO position. The focus is execution, review, controls, and accountability in a project-based commercial construction environment.

The role owns the quality of the books, even if they did not personally enter every transaction.

Reporting Structure

• Reports to: COO / Ownership
• Direct Reports:
- 1 Bookkeeper (day-to-day transactional work)

Core Responsibilities

1. Financial Oversight & Accountability (Primary Ownership)
• Own the accuracy and integrity of all financial data
• Review and approval:
- Bank and credit card reconciliations
- Journal entries
- Job cost allocations
• Ensure QuickBooks Online always reflects true financial position

Success Standard:
Ownership can rely on financial reports without second-guessing accuracy.

2. Bookkeeper Oversight & Quality Control
• Supervise and support the bookkeeper handling daily tasks
• Review:
- Transaction coding
- Job cost accuracy
- AR postings
• Train, correct, and standardize processes as needed
• Act as final checkpoint before month-end close

Success Standard:
Bookkeeper output is consistent, accurate, and improving over time.

3. Accounts Receivable (AR) & Cash Visibility
• Oversee full AR lifecycle:
- Progress billings
- Final invoices
- Retainage tracking
• Maintain and review:
- Weekly AR aging
- Cash collection status
• Flag risks related to:
- Delayed billing
- Missing retainage
- Disputed invoices

Success Standard:
No revenue “lost in the system”; AR is actively managed and visible.

4. Work in Progress (WIP) & Revenue Recognition
• Own monthly WIP accuracy and logic
• Ensure:
- WIP aligns with actual job progress
- WIP entries are not reversed unless invoices are correctly issued
• Support leadership with:
- WIP explanations
- Job margin clarity
• Coordinate WIP reporting between QuickBooks and Excel

Success Standard:
WIP supports clean month-end reporting and reliable margin analysis.

5. Excel-Based Controls & Reporting
• Build and maintain advanced Excel control reports, including:
- AR trackers
- WIP reconciliation schedules
- Job cost variance reports
• Use Excel as a validation and audit layer, not a substitute ledger
• Reconcile Excel outputs to QuickBooks regularly

Success Standard:
Excel catches errors before they show up in financial statements.

6. Month-End Close & Reporting Support
• Lead a disciplined month-end close process
• Ensure:
- All accounts reconciled
- No unexplained balances
- Clean handoff to CPA / tax preparer
• Support management reporting with clear explanations

Success Standard:
Month-end closing is predictable, timely, and clean.

Required Skills & Experience

Must-Have
• Advanced QuickBooks Online expertise
• Expert-level Excel skills (formulas, reconciliations, controls)
• Strong understanding of:
- Construction accounting
- Job costing
- Progress billing
- Retainage
- WIP
• Prior experience reviewing and supervising a bookkeeper
• Extremely detail-oriented and process-driven
• Strong written English and professional communication

Preferred
• Background as:
- Accounting Manager
- Assistant Controller
- Senior Accountant (construction)
• Experience supporting U.S. commercial construction or trade companies
• Familiarity with project management systems (JobTread, etc.)

Leadership Expectations (Light but Critical)

• Sets standards for accuracy and documentation
• Provides clear feedback and correction to the bookkeeper
• Escalates issues early
• Operates with ownership mentality over numbers

KPIs & Performance Measures

• Zero unresolved reconciliation discrepancies
• Clean AR aging with clear follow-up notes
• Accurate WIP month over month
• Reduced rework and corrections
• Leadership confidence in financial data

Employment Details

• Location: Remote – Philippines
• Level: Senior Individual Contributor + 1 Direct Report
• Compensation: Market-based PH rate (controller-level)
• Schedule: Overlap with U.S. hours as required