An Administrative Supervisor supervises administrative services in a larger company or organization. Manages office and business supplies, or documents and improves efficiency in office and administrative procedures, or supervises administrative staff. Coordinates with company operations directors and managers.
Los Angeles, CA (Hybrid) - candidates must be located in the Los Angeles metropolitan area.
Company:
Gaia Development, LLC Gaia Development is seeking a highly organized Bookkeeper & Administrative Coordinator to support the financial operations, project management processes, and administrative needs of our firm. The role supports two primary operating companies and several additional affiliated entities (approximately five minimally active companies), ensuring financial records and financial operational systems remain accurate and organized. This is a full-time role that combines bookkeeping, project financial tracking, proposal coordination, and general office administration. Key Responsibilities 1) Accounting & Financial Operations Maintain accurate financial records in QuickBooks Online and/or BQE Core Manage accounts payable and receivable, vendor records, and W-9 documentation Prepare and issue client invoices and monitor receivables Perform monthly bank and credit card reconciliations Track cash flow and assist with month-end and year-end closing Prepare financial reports, including Profit & Loss, Balance Sheets, and Cash Flow summaries Compile documentation for CPA and tax preparation 2) Project Financial Management Track project budgets, hours, and expenses in BQE Core Monitor project financial performance and support project billing Prepare budget vs. actual and profitability reports Maintain monthly reports and project financial documentation Draft and format proposals using company templates Coordinate proposal inputs, deadlines, and submissions Maintain proposal records and scope language libraries Support CRM updates in Salesforce 3) Proposals & Business Operations Draft and format proposals using company templates Coordinate proposal inputs, deadlines, and submissions Maintain proposal records and scope language libraries Support CRM updates in Salesforce 4) Business Development Support Assist with client meeting coordination Assist in coordinating marketing communications with external consultants 5) Office & Administrative Operations Retrieve and process company mail and incoming payments Maintain organized digital filing systems and project records Coordinate meetings, travel arrangements, and office logistics Manage supplies, presentation materials, and client hospitality items Requirements 1) Experience 5+ years of experience in bookkeeping, accounting operations, or business administration Experience in a small or mid-sized professional services firm preferred (consulting, architecture, engineering, development, etc.) Degree in Accounting, Finance, Business Administration, or equivalent experience 2) Technical Skills Strong experience with QuickBooks Online or other accounting platforms Proficiency with Microsoft Office (mainly Excel and Word) Experience with project accounting or management systems (BQE Core preferred) Familiarity with CRM platforms such as Salesforce 3) Professional Skills Excellent organization and attention to detail Ability to manage multiple priorities and deadlines Strong communication and collaboration skills Professional discretion with confidential financial information Ability to work independently while supporting leadership and project teams
Pay:
$35.00 - $45.00 per hour
Benefits:
401(k) Dental insurance Health insurance Paid time off Professional development assistance Vision insurance Work from home Application Question(s): Will you now or in the future require employer sponsorship to obtain or maintain authorization to work in the United States?
