Office manager / office administrator

Office Manager

Location: Encinitas, CA

We are a boutique executive search firm seeking an organized, proactive, and resourceful Office Manager or office administator to oversee the day-to-day administrative operations of our Encinitas office. This is a highly visible, hands-on role that requires exceptional organizational skills, sound judgment, and the ability to manage multiple priorities in a professional environment.

In addition to supporting the firm's administrative operations, this position includes light property management responsibilities for three small commercial office buildings located within two blocks of our main office.

The ideal candidate enjoys wearing many hats, is highly computer proficient, and takes pride in keeping operations running smoothly.

Key Responsibilities

Office Administration & Technology

• Coordinate day-to-day office operations and administrative functions.
• Set up workstations for new hires in coordination with our outside IT consultant, including computer hardware, Microsoft Outlook, and related software.
• Troubleshoot minor computer and technology issues, including software, internet connectivity, passwords, printers, and Microsoft Office applications.
• Serve as the primary point of contact for office technology and coordinate with outside IT vendors as needed.

Office Facilities

• Maintain a clean, organized, and professional office environment by working with janitorial and other service vendors.
• Monitor office supply inventory and order supplies as needed.
• Coordinate monthly staff lunches, including ordering or picking up food, setting up the training area, and cleaning afterward.
• Coordinate routine office maintenance and vendor services.

Human Resources Administration

• Prepare new hire paperwork under the direction of the Director of Operations and review onboarding documents with new employees to ensure all required forms are completed.
• Coordinate employee benefits enrollment with the firm's health insurance broker.
• Maintain personnel files and assist with general HR administrative tasks.

Accounting & Accounts Receivable

• Prepare and distribute client invoices.
• Follow up with clients regarding outstanding invoices via phone and email.
• Make bank deposits and assist with other basic accounting and administrative functions.
• Coordinate with outside accounting professionals as needed.

Commercial Property Management (Light)

Provide administrative oversight for three small commercial office properties located near the firm's main office, including:

• Serve as the primary point of contact for tenant questions and routine requests.
• Coordinate maintenance and repair work with outside vendors.
• Schedule and conduct periodic property inspections to ensure buildings are well maintained.
• Collect rents and monitor tenant payment status.
• Prepare utility billings and other miscellaneous tenant charges.
• Maintain vendor and property records and assist with lease-related administrative tasks.
• Coordinate miscellaneous property-related projects as needed.

Additional Responsibilities

• Run occasional business-related errands using a personal vehicle.
• Assist the President and Director of Operations with special projects and other administrative responsibilities as assigned.

Qualifications

• Previous experience as an Office Manager, Administrative Assistant, Executive Assistant, or in a similar administrative role.
• Strong computer skills, including Microsoft Outlook, Excel, Word, and Microsoft Office applications.
• Comfortable learning new software and performing basic computer troubleshooting.
• Experience with bookkeeping, accounts receivable, payroll support, or accounting administration is preferred.
• Excellent organizational and time-management skills with the ability to prioritize multiple responsibilities.
• Strong interpersonal and communication skills with a customer-service mindset.
• Ability to work independently, exercise sound judgment, and proactively solve problems.
• Valid driver's license and reliable transportation for occasional local errands and property visits.

We offer the opportunity to work in a collaborative, professional environment where your contributions have a direct impact on the success of both our executive search business and our commercial property operations. This role is ideal for someone who enjoys variety, thrives in a fast-paced office, and takes ownership of keeping an organization running efficiently. We listed a wide salary range because we can take anyone, from a more junior person who may be in their second job in business to a tenured person. Also, this position can be part-time in the 25 to 30 hours a week range.