Administrative & Accounting Coordinator

BESPOKE HOMES CALIFORNIA

Administrative & Accounting Coordinator

Los Angeles, CA | Full-Time | In-Office

Reports to: Financial Controller, Operations Director, Senior Development Manager, Owner

ABOUT BESPOKE HOMES CALIFORNIA

Bespoke Homes California is a luxury residential development company producing designer-driven homes in the $3–6M range across the Westside of Los Angeles — including Mar Vista, Venice, Brentwood, Pacific Palisades, and Santa Monica. We operate as a vertically integrated platform from acquisition through design, construction, and sale, backed by capital through a fund and private capital.

We are a fast-moving, detail-driven team that holds a high standard across every project we touch. This role exists to make sure the business never slows down because of something administrative.

THE ROLE

The Administrative & Accounting Coordinator is a fully in-office position responsible for the financial, organizational, and administrative work that keeps the business running cleanly behind the scenes. You will support senior leadership and project teams across accounting support, document management, project administration, and office operations.

This is not a field role. Your value is in the office — owning the details so the senior team can focus on execution. If you are looking for a role that involves site visits or construction coordination, this is not it.

WHAT YOU WILL OWN

Financial & Accounting Support

• Receive, organize, and code invoices to the correct project and GL account as directed by the Controller

• Prepare payment runs for Controller approval and follow up with vendors on outstanding invoices

• Track project expenses by job cost category to support lender draw submittals

• Collect, scan, and file all receipts, bills, and financial documents into the correct folders in real time

• Match receipts to credit card transactions to assist with monthly reconciliation

• Collect W-9s, insurance certificates, and banking info for new vendors and set them up in the accounting system

• Maintain running project cost logs and flag overages to the appropriate team members proactively

• Assist with insurance renewals, property tax deadline tracking, and banking administration

Operations & Office Management

• Maintain full organization and working knowledge of G-Drive and BOX across all projects and company folders

• Organize all company documentation into proper file structures and uphold document standards company-wide

• Maintain calendars for senior team members and add all deadlines and reminders proactively

• Take detailed, accurate notes in all GC, internal, and company meetings and track all action items through completion — full presence required, no multitasking

• Route legal correspondence, contracts, and LLC documentation to the appropriate team members

• Handle and route all inbound inquiries from the Bespoke website and main line

• Assist with preparation and organization of marketing materials and client presentation packages

• Keep the office organized, stocked, and presentable at all times

Project Administration Support

• Assist in scheduling meetings with inspectors, surveyors, and vendors

• Source vendor bids and maintain up-to-date vendor contact records

• Coordinate material orders, track overages, and follow up on outstanding vendor payments

• Organize and maintain all project permits, plans, soils reports, and inspection records

• Print, pick up, and deliver plans and documents as needed

• Manage utility setup, cancellation, and transfer documentation as directed

WHAT THIS ROLE IS NOT

This position does not include field visits, site walks, construction coordination, plan markups, client-facing walkthroughs, acquisitions, or investor relations. If that is the work you are looking for, this is not the right role.

WHO YOU ARE

• 2–4 years of administrative, office management, or executive assistant experience

• Accounts payable experience required — invoice coding, payment runs, and vendor management are day-one responsibilities

• Proficient in Google Workspace (Drive, Docs, Sheets, Calendar) and BOX

• Experience with QuickBooks or similar accounting software strongly preferred

• Exceptionally organized, detail-obsessed, and proactive — you anticipate needs and act before being asked

• Discreet and professional when handling sensitive financial, legal, and business information

• Experience in real estate, construction, or development is a plus

COMPENSATION

$60,000 - $80,000 per year

Bespoke Homes California is an equal opportunity employer.