Office Administrator / Accounting Assistant (Hayward)

Overview

We are seeking a detail-oriented and proactive Office Administrator / Accounting Assistant to join our dynamic team. This role is essential in ensuring the smooth operation of our office and supporting our accounting functions. This is a solo office position, reporting directly to the Owner and Operations Manager. Youll be the backbone of the office handling everything from bookkeeping and payroll to customer coordination and compliance. This role is perfect for someone who takes pride in running an efficient, organized, and professional operation. Temp to hire, Located in Hayward, CA Offering $30-32 / hr.

Responsibilities

• Answer phones, manage emails, and maintain organized customer, vendor, and employee files.
• Order office supplies and handle postage, mail, and deliveries.
• Communicate with dispatch and drivers regarding tags, time sheets, and missing information.
• Keep employee files up to date and maintain general office organization.
• Manage QuickBooks Online (QBO) for all financial transactions.
• Handle Accounts Payable and Accounts Receivable, including billing, collections, and reconciliations.
• Verify vendor invoices, process credit applications, and set up new customers.
• Deposit checks, apply payments in QBO, and assist with account reconciliation.
• Complete insurance renewals and audits (General Liability, Auto, Workers Comp).
• Address customer billing discrepancies and rebill invoices as needed.
• Process weekly payroll through Paychex and add new employees as needed.
• Verify and report timesheets accurately.
• Prepare and submit Certified Payroll Reports via LCP Tracker and DIR.
• Manage compliance documentation (COIs, fringe benefits, DS140 / 42, etc.).
• Issue monthly union reports and letters.
• Report employee hours to Workers Comp and obtain business licenses for cities where work is performed.
• Support the Owner and Operations Manager with reporting and administrative needs.
• Handle pre-lien (before the job) and release paperwork for jobs once paid.
• Assist with general business organization and compliance tracking.

Qualifications