Office Manager/Administrative Assistant

Company Overview
Brahma Consulting Group is a recruitment firm. We are assisting our client in their search for an Office Manager/Administrative assistant. This is a full-time permanent position.

Office Manager/Admin Assistant Role Overview

We are looking for an Office Manager/Admin Assistant to join our client in a role that oversees financial and administrative operations while supporting projects and owners. This position is responsible for managing the day-to-day flow of project accounting and executive operations. You will ensure our project records stay organized through consistent job costing, payroll, and document control. The ideal candidate is a detail-oriented, highly organized professional who manages multiple responsibilities independently and handles confidential financial and company information with discretion.

Key Responsibilities

1. Accounting & Financial Support

• Payroll & Invoicing: Complete payroll processing and prepare and send invoices to maintain project cash flow.
• Job Costing: Complete job costing using QuickBooks and Excel to track budgets against actual project spending.
• AP/AR Management: Process accounts payable and receivable, including checks and critical lien waivers.
• Routine Reconciliations: Keep bank and credit card statements up to date, ensuring every transaction is properly categorized.

2. Contracts & Project Administration

• Document Preparation: Prepare contracts, subcontracts, and change orders for our residential and commercial projects.
• Compliance Tracking: Maintain subcontractor CSLB license compliance and insurance records.
• Task Tracking: Help the team stay on top of important dates, contract statuses, and deadlines.

3. Executive Administrative Assistant

• Communications: Monitor and prioritize executive email communications and flag urgent matters.
• Action Items: Track open action items and assist with follow-up to ensure deadlines are met.
• Organization: Prepare and organize documents, reports, and meeting materials.
• Coordination: Coordinate conference calls, meetings, and travel arrangements.
• Business Support: Assist with research, documentation, and compiling information as needed.

The Ideal Candidate

• Organized & Practical: You like having a place for everything and are good at prioritizing your tasks in a busy office environment.
• Discreet & Professional: You understand that we handle sensitive financial and project information and treat it with the respect it deserves.
• Digitally Proficient: You are a regular user of QuickBooks and are adept at navigating Excel and cloud-based filing systems.

Why You’ll Like Working Here

We are a dedicated team that values a calm and focused work environment. We are committed to the success of our residential and commercial projects, maintaining a professional yet supportive atmosphere where every team member is approachable. By keeping our internal operations efficient and reliable, you will help the team deliver high-quality results that have built the long-term relationships that define our business.

Pay: $25.00 - $33.00 per hour

Work Location: In person

Salary : $25 - $33