Office Administrator

Position: Office Admin

Pay Rate: $32.00 – $37.00 /hourly

Location: Hayward, CA

Schedule: Monday - Friday | 8:00am - 5:00pm

Job Description

We are seeking an experienced and highly organized Office Admin to oversee daily office and accounting operations. This role serves as the operational backbone of the office, ensuring workflows are accurate, efficient, and consistently executed to a high standard.

The ideal candidate is a hands-on leader who takes ownership, maintains strong attention to detail, and thrives in a fast-paced environment focused on accountability and operational excellence.

Duties and Responsibilities

• Review and approve AP transactions, vendor payments, and billing entries prior to processing
• Oversee daily revenue reconciliation, AR tracking, and collections follow-up
• Perform bank and account reconciliations and resolve discrepancies
• Support payroll processing and ensure compliance with deadlines and documentation requirements
• Maintain office SOPs and ensure team adherence to documented procedures
• Serve as the primary contact for vendor communications, office supply management, and administrative operations
• Monitor and manage shared email and communication workflows
• Supervise Office & Accounting Assistants, providing workflow oversight and quality review
• Conduct employee check-ins, performance feedback, and support onboarding/training
• Prepare reports related to AR aging, expenses, and reconciliation status
• Coordinate with field operations regarding billing accuracy and work order documentation
• Identify operational issues and proactively recommend solutions to leadership

Qualifications

• 3–5 years of accounting or office operations experience
• Minimum 1 year in a lead, senior, or supervisory role
• Strong AP/AR knowledge and reconciliation experience
• Proficiency in QuickBooks or similar accounting software
• Strong leadership and accountability skills
• Excellent written and verbal communication abilities
• Highly organized with strong multitasking and workflow management skills
• Ability to work independently and take initiative in a fast-paced environment