Administrative Office Manager

South Bayside Industries currently operates the Shoreway Environmental Center. We are currently seeking to fill the following position:

POSITION TITLE: Administrative Office Manager

PRIMARY LOCATION 333 Shoreway Environmental Center, San Carlos, CA 94070 However, may have to work at other locations as needed or required.

REPORTS TO: General Manager/Senior Controller

FLSA Status: Exempt

PAY RANGE: $100K - $135K - DOE

THIS IS NOT A REMOTE / WORK FROM HOME POSITION

ESSENTIAL DUTIES AND RESPONSIBILITIES: The actual duties required of this position may vary.

POSITION SUMMARY: We are looking for a hands-on Administrative Office Manager who will be responsible for clerical staff management, month-end close and reconciliation of accounts receivable and payables, payroll management, and all facets of daily administrative operations, contract compliance and reporting. This will include meticulous scheduling of daily tasks for clerical staff, recordkeeping, and report preparation The ideal candidate will manage the clerical, accounts payable, accounts receivable and payroll personnel.

DUTIES AND RESPONSIBILITIES:

· Direct management of clerical and accounting employees

· Manage cash management controls

· Ensures timely posting of cash receipts and work order entry.

· Manage accounts payable, ensuring accurate and timely payments

· Oversee accounts receivable, including invoicing, collections and cash application

· Create and analyze reports for managing the department and meeting all compliance requirements.

Work closely with staff and local management regarding reporting requirements.

· Prepares ad-hoc reports needed to be filed for the company on an annual, monthly, or quarterly basis as needed.

· Oversee all payroll activities to ensure timely and accurate payment of employee wages, including salaries bonuses and deductions.

· Ensures accuracy of financial records and timely for efficient processing of financial statements.

· researching and resolving discrepancies, particularly for revenue, deferred revenue, accounts receivable, and accounts payable.

· Facilitate internal and external audits, ensuring compliance with regulatory requirements and addressing any discrepancies

Administers the capital purchasing process and monitors actual expenditures to budgeted amounts.

· Other duties as assigned.

QUALIFICATIONS / SKILLS NECESSARY:

- Required bachelor’s degree (accredited) in Accounting/Business

- Five (5) years of strong management experience of staff, as well as accounts payable, receivable, and payroll

· Ability to read, write, and speak English fluently

- Effective written and oral communication skills as well as positive “people skills”

- Proven ability to lead, supervise, and support clerical staff by setting clear expectations, assigning and monitoring tasks, providing ongoing training and mentorship, and fostering a collaborative, organized, and high-performing office environment.

- Flexibility and ability to accept new or changing assignments

- Strong knowledge of accounting principles

- Proficient in Microsoft, Excel, and Word and familiarity with accounting software, Microsoft Dynamics, and experience with ADP payroll software preferred

- Work autonomously, effectively, and efficiently manage time to meet individual and team goals

- Ability to solve problems creatively

- Highly organized, detailed, and deadline-oriented with a high level of accuracy in work performed

- Ability to maintain a high level of confidentiality and a professional demeanor

- Be self-directed and self-motivated

- Enthusiasm for continuous improvement of process, documentation, and work product

- Ten keys by touch

REQUIRED TECHNICAL SKILLS: The following machines, tools, equipment, and/or software are commonly, but not always, associated with the performance of this position

· Microsoft 365 including Outlook, Word, and Excel

· Working Knowledge of Excel a Must

· Accounting software applications, Microsoft Dynamics, Avid Exchange preferred

· Payroll Software ADP Workforce

· Strong organizational and communication skills a must

· Experience in a union environment preferred but not required

WORKING CONDITIONS: The following working conditions are not always, associated with the performance of this position. The actual working conditions will vary

· Primarily working indoors in an office environment.

· May require occasional work outdoors in an industrial environment.

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required by personnel so classified. Furthermore, they do not establish an employment contract and are subject to change at the discretion of the company.

Job Type: Full-time

Pay: $100,000.00 - $135,000.00 per year

Benefits:

- 401(k)

- 401(k) matching

- Dental insurance

- Health insurance

- Life insurance

- Paid time off

- Retirement plan

- Vision insurance

Education:

- Bachelor's (Required)

Experience:

- strong management: 5 years (Required)

Work Location: In person