Office Administrator

Culver City, CA 90232

Employment Type: Direct Hire Category: Professional Services Job Number: WH-Amc-OffAdm01 Pay Rate: $55-65k/yr (DOE)

We currently seek an Office Administrator for our client, a growing architecture and construction firm based in Culver City.

The Office Administrator oversees the smooth running of an 8 person office by providing office management and bookkeeping support. This role fosters the growth of the company and team efforts with maintenance of office systems, new hire onboarding, invoice tracking and improvements to their overall business procedures and practices.

The ideal candidate brings 5+ years’ experience in an office management role with prior responsibilities in light accounting duties using basic GAAP principles. They bring excellent time management skills with consistent, high end performance as well as a positive and friendly nature that allows them to fit into any team with ease. Our client likes self-starters with integrity and a commitment to delivering quality results. They encourage entrepreneurship and out-of-the-box thinking.

About the Position:

  • Offer refreshments to visitors
  • Office opening procedures (ie turn on lights, morning kitchen prep, conference room prep, supplies)
  • Initiate building maintenance requests
  • Monitor and maintain office equipment & supplies
  • Track inventory and resupply office samples & resource library
  • Daily conference room prep
  • Mail distribution
  • Clerical and administrative support
  • Oversee office systems and supplies (IT, lease, telephones, software)
  • Onboard and train new hires
  • Answer telephones and distribute calls
  • Reply to online requests
  • Data entry of sales and transactional information
  • Assist with marketing efforts
  • Process shipping and handling
  • Plan monthly and quarterly office events
  • Develop in office training and professional development
  • Administer HR and payroll systems
  • Maintain business filings and records
  • Update digital client records / database
  • Implementation changes to business systems
  • Prepare and edit contracts, memos and other communications
  • Prepare and track invoices
  • Accounts Receivable / Accounts Payable
  • Track project Purchase Orders
  • Prepare “Application for Payment” and change orders
  • Record cash receipts
  • Make bank deposits
  • Bookkeeping
  • Data entry and documentation
  • Prepare project expense reports and budgets

This is not a comprehensive list of duties.

About the Candidate:

  • AA+ degree in accounting or business administration (PLUS)
  • 2+ years’ experience in office administration / management (MUST)
  • 1+ years’ experience in bookkeeping (MUST)
  • Strong understanding of GAAP principles (PLUS)
  • Advanced computer skills including Excel, Outlook, Powerpoint and Word (MUST)
  • Personality and Skills: highly motivated, self-starter, organized, diligent, detail orientated, analytical, excellent communication skills (both written and verbal), extrovert, team player, works well with groups, ethical, proactive

Equal Opportunity Employer considering qualified candidates in accordance with state and federal laws, including those with criminal histories, in a manner consistent with the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

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