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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:

We are seeking an experienced Office Manager with a strong background in bookkeeping to support our dynamic real estate firm. The ideal candidate will possess substantial experience in a real estate office setting and demonstrate proficiency in QuickBooks. This is an in-office role within a relaxed and collaborative atmosphere.

Key Responsibilities:

  • Bookkeeping: Maintain and review daily entries in QuickBooks, including bank transactions, invoices, and credit card activity. Ensure accuracy in entries related to independent contractors and oversee job costing.
  • Invoices and Accounts Payable: Validate incoming vendor invoices for correctness and secure project manager approvals. Manage accounts payable processes, including weekly check runs for various payments.
  • Accounts Receivable: Oversee accounts receivable, dispatch progress payment requests to clients, and manage bank deposits.
  • Payroll Management: Collect weekly timesheets from supervisors and coordinate bi-weekly payroll for all staff and contractors.
  • Work Order Oversight: Supervise the work order process, ensuring timely resolution and billing of tasks, while capturing all relevant costs.
  • Banking Responsibilities: Conduct monthly reconciliations for numerous bank accounts to ensure transaction accuracy and provide reports to management.
  • Insurance Management: Administer a comprehensive insurance portfolio, including commercial liability and workers' compensation. Review renewals and ensure adequate coverage for all properties.

Additional Duties:

  • Assist in audits and legal matters as necessary.
  • Lead office staff and facilitate weekly meetings.
  • Support management in generating customer estimates.
  • Provide administrative support to project managers as needed.
  • Handle various other office management tasks as they arise.

Compensation: The salary range for this position is between $90,000 and $100,000 annually, commensurate with experience.