Office Manager

3 weeks ago

Agoura Hills, United States Rocha Nuez Associates Full time

Architecture/Construction firm seeking to hire a full-time Office manager to supports company operations by maintaining office systems and supervising staff.

Job Duties:

- Maintains office services by organizing office operations and procedures, preparing payroll, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.
- Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
- Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
- Designs and implements office policies by establishing standards and procedures.
- Keeps management informed by reviewing and analyzing special reports and summarizing information
- Maintains office staff by recruiting, selecting, orienting, and training employees.
- Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.
- Purchase supplies and equipment as authorized by management for any open projects in either architecture or construction.
- Pay supplier invoices in a timely manner.
- Issue invoices to customers for any and all open architecture or construction projects.
- Record cash receipts and make bank deposits.
- Conduct a monthly reconciliation of every bank account and credit cards to ensure accurate funds.
- Issue financial statements and provide information to the external accountant who creates the company’s financial statements.
- Assemble information for insurance audits and accounting audits.
- Maintain an orderly accounting filing system.
- Process payroll in a timely manner for both companies and process payroll deposits through payroll service.
- Provide clerical and administrative support to management as requested.
- Assist in travel arrangements for Owners as needed.
- For Construction: Process certificates of insurance and preliminary releases.
- Two Property Rental Companies:

- Maintains property rentals by working with Real Estate agent to advertise and filling vacancies, negotiating and enforcing leases, and maintaining and securing premises.
- Attracts tenants by advertising vacancies, obtaining referrals from current tenants, explaining advantages of location and services, and showing units.
- Contracts with tenants by negotiating leases and collecting security deposit.
- Accomplishes financial objectives by collecting rents, paying bills, and paying any open vendor bills.
- Maintains property by investigating and resolving tenant complaints, enforcing rules of occupancy, inspecting vacant units and completing repairs through our own construction company.
- Maintains building systems by contracting for maintenance services and supervising repairs.
- Work Hours & Benefits: Monday through Friday 8:30am
- 5:00pm (includes 30 minute lunch break). Some travel is required. Benefits: Paid sick time, paid vacation, mileage reimbursement, six (6) paid holidays, health/dental/vision insurance.
- Office Manager Qualifications / Skills:

- Managing staff
- Tracking budget expenses
- Delegation
- Managing processes
- Supervision
- Developing standards
- Reporting skills
- Competence with office management software
- Professionalism
- Internal communications
- Listening
- Bookkeeping
- Experience in working with multiple legal entities under different legal umbrellas
- Dealing with Complexity
- Data Entry Skills
- Accounting
- Confidentiality
- Thoroughness
- Education, Experience, and Licensing Requirements:

- High school diploma, GED, or equivalent
- Bachelor’s degree or equivalent experience preferred
- 3-5 years’ experience in office setting
- 1-3 years’ management experience a plus
- Solid knowledge of office software such as Microsoft Outlook, Excel, and Word
- Previous bookkeeping experience preferred
- Experience in working with multiple legal entities under different legal umbrellas
- Must know how to use QuickBooks software

Work schedule will be Monday
- Friday 8:30am - 5:00pm.

Pay: $23.00 - $25.00 per hour

Expected hours: No more than 40 per week

**Benefits**:

- Dental insurance
- Health insurance
- Paid time off
- Vision insurance

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

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