Accounting & Office Coordinator

Position Title:  Accounting & Office Coordinator

Location:  Mission Bay, San Diego

Department:  Administration

Supervisor:  Controller

Hourly Range: $35.00 - $38.00 per hour

Job Summary: In this role, you will assist with financial operations while also keeping the Front Desk running smoothly and occasionally pitching in with HR and Development.

Responsibilities:

Accounting - 75% 

• Manage accounts payable, vendor relationships, and ensure accurate, timely invoice processing
• Run semi-monthly payroll through ADP and maintain the payroll calendar
• Handle bank deposits, petty cash, and credit card reconciliation
• Prepare monthly financial reports and help staff interpret them
• Manage purchase orders and maintain the fixed asset schedule
• File quarterly CA sales & use tax returns and prepare annual 1099s
• Maintenance and verification of online timesheets
• Allocate Indirect and Fringe benefits for the month-end close
• Support year-end audit prep and assist the Controller with budgeting as needed

Office Support & Front Desk - 15%

• Keep daily office operations running; supplies, equipment, facilities, and vendor coordination
• Cover front desk: process mail, prepare FedEx shipments, and manage postage
• Maintain organizational records and filing systems
• Coordinate meetings, scheduling, and logistics for staff and leadership
• Serve as the go-to contact for building management and service providers

HR Support - 5%

• Maintain personnel files and ensure records are accurate, complete, and confidential
• File quarterly workers’ comp reports 
• Track PTO and leave balances and provide timely updates to staff and supervisors

Development Support - 5%

• Enter donations into the Donor Dock software accurately and on a timely basis
• Help prepare and mail donor thank-you cards
• File check copies and maintain related donation records

Requirements

• Bachelor’s degree in Accounting 
• 3–5 years of accounting and office management experience. Nonprofit background a plus!
• Proficiency with ADP payroll and accounting software (QuickBooks, Sage, or similar).
• Solid understanding of GAAP and California wage and hour compliance
• Experience with donor management software (Donor Dock or similar) is a bonus.
• Strong Excel and Microsoft Office skills.
• Excellent organizational skills and a calm, can-do approach to shifting priorities.
• High integrity and discretion. Will handle sensitive financial and personnel data with care.