Administrative Manager
1 day ago
We are seeking a highly organized and detail-oriented Administrative/Office Manager to join our team at Menemsha Development Group. As a key member of our operations team, you will be responsible for ensuring the smooth execution of projects, managing financial processes, and maintaining office operations.
Key Responsibilities:- Project Setup & Access: Create sales pipelines and new projects in our Online Project Management platform, providing system access to key personnel and other relevant parties.
- Awarded Projects: Maintain homepages, verify budget breakdowns, and request job numbers.
- Commitments & Add Services: Review and confirm all project add-ons, ensure client approval, and verify cost codes.
- Vendor & Payment Processing: Submit new vendor requests, obtain vendor numbers, and handle check requests for payments to vendors, surveyors, and other services.
- Project Updates & Documentation: Regularly update project statuses, staff assignments, and important dates on OPM, uploading bid documentation and ensuring project data is current.
- Budget Entry & Tracking: Enter project budgets into Timberline/Sage upon project award, allocating specific cost codes to each budget item. Regularly track budget progress and alert the team of any potential overruns.
- Hours & Cost Tracking: Assist in monitoring actual hours and expenses against project budgets, using reporting tools to help the team stay on top of time and cost allocation, ensuring the project remains within budget.
- Commitment & Add Services: Ensure that all project add services, field directives, and additional commitments are accurately reflected in Timberline and aligned with budgetary constraints.
- WIP Report Preparation: Collaborate with Project Managers to prepare and maintain Work-In-Progress (WIP) reports, accurately reflecting project finances, completion status, and profitability metrics for regular team reviews.
- Invoice Management: Generate, distribute, and track project invoices, ensuring invoices are submitted for completed work and align with client contracts, project progress, and budget constraints.
- Communication/Invoice Follow-up: Contact clients regarding overdue payments and invoice discrepancies, sending weekly updates and reports to the AR team regarding pending past-due payments.
- Office Supplies & Equipment: Oversee the ordering of office, janitorial, and kitchen supplies for the LA office, assisting with ad-hoc equipment orders and building needs.
- Vendor Payments & Insurance: Submit COI (Certificate of Insurance) requests and ensure timely vendor payments.
- Credit Card Management: Process credit card payments for permits, couriers, and vendor services, ensuring all receipts are uploaded into OPM.
- Administrative Support: Support PMs and senior management with invoicing status reviews, contract edits, and internal billing meetings.
- Weekly PM & AR Meetings: Attend weekly meetings with Project Managers and review billing, contract statuses, and project timelines.
- Reporting & Tracking: Maintain and distribute weekly billing and WIP reports, ensuring all data is accurate and up-to-date.
- Experience in an administrative, finance, and office management role.
- Familiarity with Timberline/Sage software is a plus.
- Strong organizational and multitasking skills, with an eye for detail.
- Excellent communication skills and the ability to work across multiple departments.
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Competitive salary and benefits package, including medical, dental, vision insurance, pet insurance, 401K, paid time off & holidays, disability benefits, life insurance, parental leave, and direct deposit.
- Opportunities for career advancement and professional development.
Annual Salary: $55,000 to $70,000
-
Administrative Manager
1 week ago
Torrance, California, United States Menemsha Development Group Full timeJob Title: Administrative/Office ManagerWe are seeking a highly organized and detail-oriented Administrative/Office Manager to join our team at Menemsha Development Group. As a key member of our operations team, you will be responsible for ensuring the smooth execution of projects, managing financial processes, and maintaining office operations.Key...
-
Administrative Manager
24 hours ago
Torrance, California, United States Menemsha Development Full timeJob Summary:We are seeking a highly organized and detail-oriented Administrative/Office Manager to join our team at Menemsha Development. As a key member of our operations team, you will be responsible for managing office operations, financial management, and project execution.Key Responsibilities:Project Setup & Access: Create sales pipelines and new...
-
Administrative Coordinator
4 weeks ago
Torrance, California, United States AtWork Group Full timeAdministrative Support RoleA leading food manufacturing company, AtWork Group, is seeking a detail-oriented and organized Administrative Coordinator to support the sanitation team. The successful candidate will play a crucial role in ensuring smooth operations within the department.Key Responsibilities:Proven experience in an administrative role, preferably...
-
Administrative Coordinator
4 weeks ago
Torrance, California, United States AssuredPartners Full timeAbout the RoleWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at AssuredPartners. As an Administrative Assistant, you will play a critical role in supporting our business operations and ensuring the smooth day-to-day functioning of our office.Key ResponsibilitiesAdministrative Support: Provide administrative...
-
IT Systems Administrator
1 month ago
Torrance, California, United States Ace Clearwater Enterprises Full timeJob OverviewAce Clearwater Enterprises is seeking a highly skilled IT Systems Administrator to join our team. As a key member of our technical staff, you will be responsible for managing and maintaining our network systems, ensuring seamless operation and optimal performance.Key ResponsibilitiesNetwork Management: Oversee all aspects of our networking...
-
Administrative Coordinator
7 hours ago
Torrance, California, United States Anton Paar Full timeJob SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our Service Department team. As an Administrative Assistant, you will play a key role in managing the flow of instruments, parts, and paperwork in the service department.ResponsibilitiesInitiate, process, and finalize service tickets, orders, and invoicesManage...
-
Administrative Coordinator
5 days ago
Torrance, California, United States International Executive Service Corps Full timeJob SummaryWe are seeking an experienced Administrative Assistant to join our team at the International Executive Service Corps. The successful candidate will provide administrative support for the HIV Fellowship program, including marketing and recruitment efforts, scheduling meetings and events, and coordinating documents.Key ResponsibilitiesObtain...
-
Administrative Assistant
2 weeks ago
Torrance, California, United States Interplace Full timeJob SummaryThis position is responsible for coordinating and managing various office administration functions, including HR support, day-to-day office management, and reception services for multiple departments across different locations.Key Responsibilities:Handling accounting work, including invoicing and calculating royalty data.Creating purchase and...
-
Administrative Coordinator
3 weeks ago
Torrance, California, United States AtWork - Santa Ana Full timeJob Title: Front Desk ReceptionistA leading food manufacturing company, AtWork - Santa Ana, is seeking a detail-oriented and organized Clerical professional to support the sanitation team.Key Responsibilities:Proven experience in an administrative role, preferably in a manufacturing or food production environment.Strong organizational skills with the ability...
-
Administrative Assistant
3 weeks ago
Torrance, California, United States Anton Paar Full timeJob SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Anton Paar USA. As a key member of our service department, you will play a crucial role in managing the flow of instruments, parts, and paperwork.ResponsibilitiesInitiate, process, and finalize service tickets, orders, and invoicesManage the rental...
-
Sales Administrator
2 weeks ago
Torrance, California, United States ZM Trucks Full timeJob OverviewZM Trucks is seeking an experienced Sales & Dealer Administrator to help build our sales administration processes and serve as the first point of contact for our franchised dealers, brokers, fleets, and upfitters.Key ResponsibilitiesFranchise and Dealer Agreements: Ensure timely receipt and registration of required documents from partners in...
-
Administrative Coordinator
1 week ago
Torrance, California, United States TEKsystems Full timeJob Title: Administrative CoordinatorWe are seeking a highly organized and detail-oriented Administrative Coordinator to join our team at TEKsystems. As an Administrative Coordinator, you will be responsible for providing administrative support to our research studies, including data entry, patient recruitment, and scheduling appointments.Key...
-
Administrative Coordinator
4 weeks ago
Torrance, California, United States Anton Paar Full timeAbout the RoleWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Anton Paar USA. As a key member of our service department, you will play a crucial role in managing the flow of instruments, parts, and paperwork.ResponsibilitiesInitiate, process, and finalize service tickets, orders, and invoicesManage the...
-
Corporate Administrative Professional
1 week ago
Torrance, California, United States INSPYR Solutions Full timeJob Title: Corporate Administrative ProfessionalWe are seeking a highly organized and detail-oriented Corporate Administrative Professional to join our team at INSPYR Solutions. As a key member of our team, you will provide administrative support to our Tax Director and other senior-level executives.Key Responsibilities:Provide administrative support to...
-
Administrative Support Specialist
4 weeks ago
Torrance, California, United States Compu-Vision Consulting Full timeAdministrative Support Opportunity **Job Summary:** We are seeking an experienced Administrative Assistant to join our team at Compu-Vision Consulting. As an Administrative Assistant, you will be responsible for providing administrative support to our medical front desk team. **Responsibilities:** * Provide exceptional customer service to patients and...
-
Travel Coordinator/Administrative Assistant
3 weeks ago
Torrance, California, United States Across the Pond Vacations Full time{"title": "Travel Coordinator/Administrative Assistant", "description": "Job Title: Travel Coordinator/Administrative AssistantAcross the Pond Vacations is seeking a highly organized and detail-oriented Travel Coordinator/Administrative Assistant to join our team. As a key member of our operations team, you will be responsible for creating and organizing...
-
Administrative Support Specialist
2 weeks ago
Torrance, California, United States Compu-Vision Consulting Full timeJob Title: Administrative Assistant 3 yr ExpWe are seeking an experienced Administrative Assistant to join our team at Compu-Vision Consulting. The successful candidate will have a minimum of 3 years of experience in a medical front/back desk setting and be proficient in working with various insurance providers.Key Responsibilities:Provide exceptional...
-
Home Healthcare Administrator
2 weeks ago
Torrance, California, United States Obran Cooperative Full timeJob Title: Home Healthcare AdministratorWe are seeking a highly skilled and experienced Home Healthcare Administrator to join our team at Obran Cooperative. As a key member of our organization, you will be responsible for overseeing the day-to-day operations of our home healthcare services, ensuring that our services are delivered efficiently, effectively,...
-
IT Systems Administrator
1 week ago
Torrance, California, United States Ace Clearwater Enterprises Full timeJob SummaryWe are seeking a highly skilled IT Technician to support and improve our organization's network systems. The ideal candidate will have a strong background in network administration, troubleshooting, and security measures.Key ResponsibilitiesManage and maintain our network infrastructure, ensuring optimal performance and security.Troubleshoot...
-
Travel Coordinator and Administrative Assistant
4 weeks ago
Torrance, California, United States Across the Pond Vacations Full timeAbout UsAt Across the Pond Vacations, we're passionate about crafting unforgettable luxury vacations for individual travelers. Our team of skilled Destination Specialists is dedicated to delivering immersive experiences, exclusive access, and unparalleled support before, during, and after each client's trip.Job Title:Travel Coordinator and Administrative...