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Job Title: Office Operations Administrator
Location: Los Angeles and Santa Ana, CA; onsite five days per week, splitting time between both offices as needed
Overview
Support daily operations across two offices, coordinating financial administration, facilities, procurement, contracts, vendors, and inventory. This role combines hands-on administrative work with improving office procedures, monitoring expenses, and maintaining safe, organized workplaces.
The schedule is Monday–Friday, 8:30 a.m.–4:30 p.m.
Key Responsibilities
- Coordinate property maintenance and building support services with vendors and internal support functions.
- Ensure revenue is coded and processed accurately, establish procedures for revenue and expense reclassifications, and complete adjustments promptly.
- Enter and track contracts, monitoring agreed terms and payment deadlines.
- Obtain supplier quotes and compare bids for materials, supplies, and services based on quality and cost.
- Prepare annual operating budgets, estimate purchasing and service costs, update monthly forecasts, and track spending against budget line items.
- Review financial and operational activity, maintain operational reporting, and process payables and expense reports as needed.
- Coordinate vehicle fleet operations with the appropriate support contacts.
- Maintain supply inventory and improve office procedures, safety plans, and business continuity plans.
- Coordinate payment card industry data security compliance, audit requirements, and related staff training.
Required Qualifications
- Bachelor’s degree and five years of related experience, including procurement and office management; six or more years of related experience may substitute for a degree.
- Working knowledge of Microsoft Word and Excel for Windows.
- Ability to apply general arithmetic to administrative and financial tasks.
- Clear written and verbal communication with colleagues, vendors, and other external contacts.
- Strong attention to detail, organization, and task management.
- Demonstrated ability to meet deadlines and coordinate work across functions.
- Availability to work onsite five days per week during the stated schedule and support both office locations as needed.
Preferred Qualifications
- Project management experience.
- Budgeting and forecasting experience.
- Purchasing experience beyond the required procurement background.
How to Apply
Qualified candidates are encouraged to submit a resume for confidential consideration.