Full-time Office Manager

Job Summary

A growing Los Angeles County engineering services firm is seeking a full-time Professional Office Manager. This position requires working in a telecommuting environment and requires:

Overseeing Client Contracts and compliance with Contract Administration requirements.

• Creating and maintaining project administrative files.
• Preparing client invoices, tracking invoicing and accounts receivable, and tracking payments.
• Oversee bookkeeping, payroll processing, budgeting, and financial recordkeeping to ensure accuracy and confidentiality.
• Processing staff time sheets and preparing bi-weekly payroll and payroll reports.
• Tracking staff vacation, sick time, and holiday time, etc.
• Tracking subcontractor invoices and payments.
• Preparing budget tracking and expense reports for Management.
• Renewing insurance certificates and issuing new certificates to clients, and annual renewal applications.
• Supporting company 401K plan and healthcare insurance plan administration.
• Collaborating with Business Development coordinator for proposal development.
• Miscellaneous administrative tasks as required.
• Manage human resources functions including onboarding new employees, maintaining personnel records, and ensuring compliance with company policies.
• Utilize Microsoft Office Suite and spreadsheets for reporting, data analysis, and document preparation.
• Maintain confidentiality of sensitive information while handling client communication and internal correspondence professionally.

The ideal candidate will be a self-starter and can work on independent basis, is capable of multitasking and meeting required deadlines, and possesses the flexibility to toggle between tasks, and possesses professional judgment to make proper decisions that promote the interest of the business. Prior experience as an office / business manager for a services company, including Contract administration, implementing & managing payroll systems, billing systems, accounts receivable and invoice tracking, income and expense reporting, etc. Experience with Microsoft Teams, Outlook, QuickBooks, and other business management tools. The Office Manager will report to business owner and management staff to satisfy and promote business interests.

We are seeking a dynamic and highly organized Full-time Office Manager to lead the daily operations of our busy office environment. This pivotal role involves overseeing administrative functions, managing vendor relationships, and supporting team members to ensure a smooth and efficient workplace. The ideal candidate will bring enthusiasm, exceptional organizational skills, and a proactive attitude to foster a productive and welcoming office atmosphere. This position offers an exciting opportunity to contribute to our company's growth while developing your leadership and operational expertise.

Skills

• Proven experience in office management with strong organizational skills and attention to detail.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook) and financial software such as QuickBooks or similar accounting tools.
• Demonstrated experience in client management, and schedule coordination.
• Supervising experience with the ability to lead teams effectively and foster professional development.
• Knowledge of human resources processes including onboarding, payroll administration, and employee relations.
• Excellent communication skills with professional phone etiquette and client interaction capabilities.
• Strong multitasking abilities with expertise in calendar management, filing systems, and clerical duties.
• Familiarity with bookkeeping practices, budgeting procedures, and financial recordkeeping standards.
• Ability to handle confidential information discreetly while maintaining high levels of accuracy in all tasks.

Join us as our Office Manager to create an organized, efficient work environment where team members can thrive! Your leadership will be instrumental in shaping a vibrant office culture that supports growth, collaboration, and success every day!

Pay: $29.26 - $35.24 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in El Segundo, CA 90245