The award-winning Relocation company Changing Places seeks an exceptional Office Administrator to join our team in the San Rafael home office. The candidate must have strong administrative, project coordination and QuickBooks Online skills.
ARE YOU
someone who loves working in QuickBooks?
a natural "numbers oriented" person?
passionately detail-oriented?
uncompromising in your work ethic?
WE ARE
The leader in relocation concierge and estate resolution services in the Bay Area since 1993. We excel at providing the services needed during life changing transitions. We provide a white glove relocation concierge service that handles all the details of a move, whether a downsize or upsize, locally, nationally, and internationally.
Our staff of 30 includes interior designers, architects, stagers, and expert home organizers who provide high touch, custom relocation, design and organizing services.
General responsibilities include:
-Invoicing
-Payroll preparation & reporting
-Prepare invoices data for bookkeeper
-Process crew and vendor reimbursables
-Perform QuickBooks maintenance periodically
Financial Reporting Support
-Run periodic reports from QBO as requested
-Prepare cash flow statement weekly
-Track bi-monthly billable hours
-Create monthly flash report with Operations Manager
-Create profitability by job reports
-Additional ad hoc reporting as required
Payroll Data Collection
-Collect time reports and expense reimbursements for bookkeeper
-Collect sick time and PTO hours for payroll processing
HR Paperwork Maintenance
-Assist with employee manual updates
-Collect new hire data including onboarding materials
-Run background checks on new hires
Banking Support (daily/weekly/monthly)
-Approve bank card charges
-Bookkeeper liaison
-Deposit checks
-Process client credit cards
-Archive old folders, files periodically
Insurance Maintenance & Support
-Maintain all-insurance summary report 2x annually, adds/edits w/periodic updates
-Maintain liability insurance calendar and expiration (for 1099s)
-Liaison for worker’s comp. insurance annual audit
Administrative Tasks
-Renew business license annually
-Create company templates
-Archive old folders, files periodically
Additional requirements:
-Exceptional Excel skills + - MS Office: Word, PowerPoint
-Excellent written & verbal communication skills
-Creative problem-solving skills
- Experience managing CRM database like Salesforce or Zoho (run reports, create targeted email lists)
- Proficient with Mac products (iMac, iPhone, iPad, iPhotos) should currently use an iPhone
- Cloud-based storage apps: e.g. Google Drive + Dropbox
- Web research (Google + specific research tasks)
Candidate must be fluent in English, I-9 Eligible (US Citizen or valid Green Card to work in US). General Position Requirements: 36-40 hrs per week, located in San Rafael, Marin resident preferred
A one-year minimum commitment in this role is required.
Must have own means of transportation to run office errands when necessary. The candidate will report to the VP/General Manager.