ADMINISTRATIVE OFFICE ASSISTANT

THE COMPANY Nzilani focuses on preserving historic leaded art glass windows, lamps and objects, as well as fabricating new architectural art glass. Jobs range in size from simple, residential windows; to monumental stained glass in historic settings. We also conserve glass and ceramic objects as well as fabricate new pieces. Much of our work occurs in the studio, but as a multi-faceted company, we do on-site work as well. A knowledge of construction office management is preferable, but not necessary to apply. The team comes from a variety of backgrounds, but is united in its dedication to quality, art preservation and attention to detail. Our work is most fulfilling when at the intersection of equity, preservation and art. We do this by empowering collaborative partners, by sharing processes, health and safety procedures and the importance of preserving cultural landscapes and the environment.

JOB DESCRIPTION If you have a passion for preservation and have a vision of expanding its reach in both people and projects, then this position may be for you. This role formally reports directly to the Company President while working closely with an outside bookkeeping company plus others on the management team.

The Administrative Office Assistant should be neat, efficient, detail-oriented, and can easily adapt to changing priorities. The candidate must be extremely organized, self-directed and able to multitask. Accuracy, while staying up-to-date on overall timelines of current and future projects, is critical.

The successful candidate will be responsible for invoicing and following up on invoices in accordance with the contracted payment schedule created and provided by the Operations Manager. Interested candidates must be an expert with Quickbooks Online (both cash and accrual) and Microsoft Office skills specifically, Excel and Word. The management team also works in Google Suite. Experience with Asana is beneficial. An understanding of construction contracts is a plus.

In concert with others on the management team, this role is responsible for maintaining existing studio Health and Safety manifests and ensuring the team and studio equipment is in compliance with both Nzilani and Cal/OSHA standards. Additional responsibilities include: on/offboarding employees in coordination with HR and maintaining up to date benefits packages. Ability to keep individual employee and company confidential information is a must.

This job provides the opportunity to gain extensive knowledge of stained glass preservation and fabrication and to contribute to efficiencies within the company.

HOURS Our operating hours are 8am - 6:30pm with flexible start times. Must start work by 10am. This position may be part or full-time depending on the candidate’s experience and ability to fulfill the needs of the company. Some remote work may be possible, with at least one day in the studio required per week.

YOU DO…

• Accounts payable (bills, memberships, ongoing certifications)
• Accounts receivable (invoicing and collections management)
• Bi-weekly payroll processing via QB Payroll (Familiarity with payroll for Public works: Certified payroll reporting and prevailing wage calculations)
• Employee benefits package maintenance, 401K and QSEHRA
• Assist Ops. Manager with Employee on-boarding/off-boarding
• Company license and certificate maintenance (r.e. keep current)
• Data entry – correct initial data entry of client and project set up. Our outside accountant handles: bank transactions, deposits, journal entries.
• Periodic review of Balance Sheet and Profit & Loss Sheet with our outside accountant
• Franchise Tax Board payment quarterly
• Worker’s Comp monthly premium calculation and annual audit
• Support outside bookkeeper with 1099 filing at close of year
• Support outside bookkeeper and CPA to close the books at the end of the year
• Support other managers to:
• Create classification for tracking job costs
• Maintain supplies checking stock to determine inventory levels, anticipating requirements, placing and expediting orders, verifying receipt, stocking items, delivering supplies to work stations.
• Maintain equipment by facilitating: preventive maintenance, calling for repairs, monitoring equipment operation
• Keep scheduling up to date for: clients, team and principal conservator
• Maintain office filing; scan and copy documents
• Update and maintain databases such as mailing lists, contact lists and client information
• Update and maintain internal staff contact lists

YOU HAVE…

• Experience in a fast-paced work environment with the proven ability to perform office management tasks proficiently.
• Ability to think quickly to problem solve effectively and efficiently
• Ability to lift 30lbs
• Excellent computer skills in Excel and Quickbooks Online. Proficient in T-sheets (Time), and Google Workspace.
• Ability to receive Performance feedback in an efficient, positive light and changes made accordingly.

YOU COULD HAVE…

• Knowledge of materials, methods and tools involved in stained glass or the construction/glazing industry.
• Experience using Dropbox or Asana.
• Knowledge of small business management principles including leadership techniques, project management, and job estimating.
• Experience working in an arts-based business

SALARY & BENEFITS

Compensation is commensurate with experience. Starting rate: $27-$30/hr

• Monthly reimbursement for smart phone and mileage use for business related activities
• Paid Sick Leave: Up to 72 hours at one time.
• Paid Time Off: 40hrs/year
• Medical Coverage: Monthly flexible healthcare savings plan
• 401k Plan: Optional plan with an annual contribution match of up to 4%.

The application review process will remain open until the position is filled.

To apply: Please e-mail submit a cover letter and resume to

Note the position for which you are applying in both your cover letter and email.

Applicants without both a cover letter and a resume will not be considered.

Pay: $27.00 - $30.00 per hour

Expected hours: 24.0 – 40.0 per week

Benefits:

• 401(k)
• Flexible schedule
• Paid time off

People with a criminal record are encouraged to apply

Work Location: In person