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Administrative Coordinator for Spectrum Search Assoc. Inc.

2 months ago

California, United States Spectrum Search Assoc. Inc. Full time

Position Overview:

An experienced administrative coordinator with financial oversight is sought for a dynamic real estate firm specializing in construction, development, and property management. Candidates should possess prior experience in a real estate office setting and demonstrate proficiency in Quickbooks. BOOKKEEPING EXPERIENCE IS ESSENTIAL. This is an in-office role within a relaxed and welcoming atmosphere. The ideal candidate will excel at multitasking, managing various projects, supervising office personnel, and collaborating with numerous employees and independent contractors. The compensation package ranges from $90,000 to $100,000 annually, depending on qualifications.

Key Responsibilities:

Financial Management:

Maintain and audit daily Quickbooks entries, including credit card and bank transactions, invoices, and more. Ensure the accuracy of entries related to independent contractors and maintenance timesheets, validating job costing.

Invoice Processing and Accounts Payable:

Scrutinize all incoming vendor invoices for correctness and secure project manager approval. Oversee accounts payable, including the Thursday check run for all outstanding bills and subcontractor payments. Monitor subcontractor progress payments through the Purchase Order system.

Accounts Receivable Management:

Administer accounts receivable, dispatch progress payment requests to clients, review aging reports with management, and process payments and bank deposits.

Payroll Administration:

Collect weekly timesheets from the construction supervisor and forward them to the bookkeeper for processing. Manage bi-weekly payroll for all staff and independent contractors.

Work Order Oversight:

Supervise the work order process, escalating issues requiring management attention to ensure timely resolution, closure, and billing. Ensure that work details and costs are accurately documented.

Bank Reconciliation:

Oversee monthly bank reconciliations for over 55 accounts to guarantee transaction accuracy and proper bank balance reporting.

Insurance Management:

Administer a comprehensive insurance portfolio, including auto, commercial liability, workers' compensation, and homeowners' insurance for multiple properties. Review renewals and documentation, address corrections, and ensure adequate protection for all managed buildings.

Additional Duties:

  • Assist in audits and legal matters as needed.
  • Supervise office staff and procedures, conducting weekly staff meetings.
  • Support management in generating customer estimates for approval.
  • Provide assistance to project managers, including vendor communication and paperwork support.
  • Handle various other administrative tasks as they arise.