Job Description
Job Description
We are looking for a detail-oriented Administrative & Finance Specialist to join our team in Marina Del Rey. In this contract to permanent position, you will play a vital role in supporting daily operations and managing financial tasks for a collaborative, hospitality-focused small organization. This opportunity is ideal for someone who thrives in a dynamic environment and enjoys balancing administrative, financial, and organizational duties. The role is on-site daily.
Responsibilities:
• Record and categorize financial transactions in QuickBooks Online to ensure accurate tracking against the budget.
• Handle accounts payable and receivable processes, including issuing invoices, checks, and wire payments.
• Prepare financial reports and assist with budget monitoring, annual audits, and expenditure analysis.
• Organize and maintain digital and physical financial records for easy access and compliance.
• Manage inventory of office supplies, promotional materials, and ensure a well-maintained office environment.
• Coordinate office repairs, equipment maintenance, and oversee virtual meeting setups using platforms like Zoom or Microsoft Teams.
• Provide proofreading support for organizational documents to ensure accuracy and professionalism.
• Support other departments with data entry and administrative tasks, including list management and logistics coordination.
• Facilitate board communications by organizing meeting notices, agendas, and related materials.
• Assist with planning and logistics for events, including catering, venue arrangements, and material preparation.
• At least 3 years of experience in administrative or finance-related roles.
• Proficiency in QuickBooks Online, including transaction posting, report generation, and budget tracking.
• Demonstrated experience with accounts payable, receivable, and vendor coordination.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent communication and proofreading abilities to ensure the accuracy of reports and documents.
• Familiarity with virtual meeting platforms such as Zoom and Microsoft Teams.
• Experience with CRM systems like Salesforce or HubSpot is preferred, though training will be provided.
• Ability to maintain a detail-oriented approach while representing the organization at community events.