Office Manager Bookkeeper

3 weeks ago

Los Angeles, United States Charlap Hyman & Herrero Full time
Job DescriptionJob Description

CHH is looking for a highly organized, detail-oriented, tech-savvy, office manager / bookkeeper for their Los Angeles office. This position has tremendous growth potential for the right candidate that wants to get in on the ground floor of a growing company continually striving for excellence in all facets of the architecture, interiors, and design world.

 

CHH’s principals have been featured in Forbes Magazine’s “30 Under 30” in its 2018 category for art and style, and the firm ranks among Architectural Digest's "AD100," PIN-UP Magazine’s “New Power Generation,” and AN Interior's “Top 50.” CHH was selected to participate in the 2017 Chicago Architecture Biennial and won the annual competition hosted by the Miami Design District to design innovative holiday decorations for the neighborhood. In 2020, CHH was the recipient of the AIA Los Angeles Emerging Practice Award, the highest honor the organization bestows on an emerging architecture firm for consistently producing innovative work. CHH has collaborated on lines of fabrics, rugs, wallpapers, and other products with top furnishings companies and continues to expand their range.

 

Your Role:

 

  • Ensure a smooth operation of all supporting roles to the architectural / interiors process

 

Your Responsibilities:

 

Bookkeeping / Financial:

Client Facing

  • Prepare client agreements for approval by Principal
  • Attain client signatures and field any potential questions
  • Prepare invoices for approval by Principal
  • Send invoices to clients and field any potential questions
  • Receive client payments

Project Specific

  • Input, track and pay vendor bills
  • Input, and track project expenses

General

  • Input, track and pay vendor bills
  • General bookkeeping
  • Pay quarterly tax payments and properly track them
  • Prepare monthly financial health reports for Principal to analyze
  • Monthly reconciliation of accounts
  • Continually optimize all bookkeeping and financial operations utilizing the latest software, technology and resources

Payroll

  • Audit timesheets for office standards compliance
  • Audit staff PTO

 

Physical Office:

  • Maintain supply inventory and organization
  • Continually optimize workflows within the office and make recommendations to Principal

 

Events:

  • Social planning, continuously express appreciation for our team through small social events for birthdays, holidays, exhibition openings, etc.
  • Client relations and outreach

 

Marketing / Database Maintenance:

  • Input, track and maintain office contacts database, project database and digital assets
  • Input, track and maintain and client leads and sales pipelines
  • Input, track and maintain website and press database
  • Prepare award submittals

 

Business Development:

  • Input, track and maintain potential employee hiring pipelines
  • Maintaining operations handbook

 

HR Tasks:

  • Onboarding of new employees
  • Assist Principal in preparing for semi-annual employee performance reviews
  • Assist Principal in preparing for annual employee salary reviews
  • Maintaining company handbook

 

Management:

  • Travel and expense coordination for employees
  • Scheduling and strategy coordination with Principal

 

IT:

  • Onboard employees onto various software platforms

 

Software Used:

  • BQE Core (Accounting / Bookkeeping / Billing)
  • ADP (Payroll / HR)
  • G Suite (Email/Documents)
  • Microsoft Word (Agreements)
  • Microsoft Excel (Financial Reporting)
  • Adobe Acrobat (Agreements)
  • Adobe InDesign (Award Submittals)
  • Wrike (Project Management)
  • Airtable (Database)
  • Streak (CRM)
  • Dashlane (Password Management)
Company DescriptionCharlap Hyman & Herrero is a Los Angeles / New York-based architecture and design firm that takes a fully integrated approach to conceptualizing and executing spaces in their totality. Principals Adam Charlap Hyman and Andre Herrero, whose backgrounds are in interior design and architecture, lead a practice that considers all aspects of the built environment, from site plan to furniture. Working in various typologies – including buildings, set designs, stores and houses – CHH endeavors to consider divergent art forms and the experiences of multiple senses. They aim to create spaces that become worlds unto themselves, with gesamtkunstwerk at the core of the firm’s objective.Company DescriptionCharlap Hyman & Herrero is a Los Angeles / New York-based architecture and design firm that takes a fully integrated approach to conceptualizing and executing spaces in their totality. Principals Adam Charlap Hyman and Andre Herrero, whose backgrounds are in interior design and architecture, lead a practice that considers all aspects of the built environment, from site plan to furniture. Working in various typologies – including buildings, set designs, stores and houses – CHH endeavors to consider divergent art forms and the experiences of multiple senses. They aim to create spaces that become worlds unto themselves, with gesamtkunstwerk at the core of the firm’s objective.

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