Office Manager / Assistant Controller (HR & Accounting)

Office Manager / Assistant Controller

HR & Accounting

Hardwick General Contracting

Orlando, FL

Hardwick General Contracting is hiring a full-time Office Manager / Assistant Controller (HR & Accounting) to lead office operations, support accounting and financial reporting, oversee HR administration, strengthen internal processes, and help manage the company's administrative, financial, and operational systems.

This is a key leadership-support role for someone who is highly organized, financially capable, process-minded, and comfortable working closely with ownership, finance leadership, operations, project teams, clients, subcontractors, vendors, and trade partners. The ideal candidate will be able to take ownership of day-to-day office operations while also supporting accounting, HR, compliance, reporting, documentation, and workflow improvement across the company.

Hardwick General Contracting is a family-owned residential builder established in 2004, specializing in custom luxury home construction and high-end residential renovation projects throughout the Central Florida area.

Primary Responsibilities

Office Leadership & Operations

• Lead and manage daily office operations to help ensure internal systems, communication, documentation, and workflows run efficiently.
• Work closely with the Owner, Vice President of Finance, and leadership team to support company priorities, project administration, and operational needs.
• Help develop, improve, and implement office procedures, workflows, systems, and internal processes.
• Support leadership with problem solving, follow-up, internal coordination, and execution of administrative and operational initiatives.
• Maintain organized electronic files and records for customers, projects, vendors, trade partners, insurance documentation, contracts, and company records.
• Assist with systems implementation, workflow development, process improvement, and office organization as the company continues to grow.
• Coordinate internal communication between ownership, finance, operations, project teams, clients, subcontractors, vendors, and trade partners.

Accounting & Financial Support

• Support accounting operations, including accounts payable, accounts receivable, financial documentation, reporting, and transaction tracking.
• Record company transactions in QuickBooks under the direction of finance leadership.
• Prepare, organize, and maintain financial reports for ownership, operations, and finance leadership.
• Support budget tracking, actual cost tracking, cash flow visibility, and project-related financial documentation.
• Organize incoming bills with the Construction Manager and maintain proper digital filing.
• Assist with vendor payments, trade partner documentation, check distribution, and related accounting procedures according to company policy.
• Help maintain accurate financial records, project cost information, and supporting documentation.
• Assist finance leadership with higher-level financial reporting, reconciliations, documentation review, and accounting support as needed.
• Maintain confidentiality with financial, client, vendor, employee, and company information.

HR Administration & Compliance

• Support HR administration, employee documentation, onboarding, personnel records, and internal compliance processes.
• Help maintain employee records, staff timesheets, payroll-related documentation, and internal HR files.
• Monitor staff timesheets in coordination with the Construction Manager and Vice President of Finance.
• Assist with employee communication, policy documentation, and company procedure follow-up.
• Support HR compliance needs, employee documentation, and administrative requirements related to company operations.
• Help coordinate onboarding documentation, employee records, and internal personnel processes.
• Assist leadership with HR-related tracking, organization, and follow-up as needed.

Vendor, Trade Partner & Compliance Management

• Collect, organize, and verify trade partner insurance certificates, business licenses, W-9s, lien waivers, and related documentation.
• Maintain current trade partner agreements in company systems and appropriate applications.
• Help ensure Florida Lien Law processes are followed and collect lien waivers as needed.
• Maintain insurance documentation, including Builders Risk, General Liability, and Workers' Compensation records.
• Support vendor, subcontractor, and trade partner documentation processes.
• Maintain customer, project, and construction sub team electronic files and records.
• Set up project site binders, project directories, and related administrative documentation.

Systems, Reporting & Project Documentation

• Input daily work logs into Construction Online and publish weekly office project reports.
• Maintain and categorize contacts in Microsoft Office, Outlook, Construction Online, and other company systems.
• Support project documentation, reporting, and office communication re…