Office & Operation Administrator

Full Time Office Administrator / Bookkeeping position. Key Responsibilities 1. Financial & Data Management Full-cycle QuickBooks management , including Purchase Orders (POs), Invoicing, A/P, A/R, and account reconciliation. Coordinate with the company bookkeeper and accountant to ensure financial accuracy and up-to-date reporting. Maintain and organize digital and physical project files, vendor documentation, and customer records. 2. Order Execution & Logistics Assist Sales Engineers in developing and maintaining a robust order tracking system . Monitor lead times and provide proactive delivery notifications/written confirmations to customers and the sales team. Manage shipping and receiving, including USPS/UPS/FedEx packages and coordinating inventory truck shipments. 3. Inventory Control Oversee all aspects of inventory management , including stock control, maintenance, and distribution. Partner with the sales team to ensure inventory levels align with project requirements. 4.

Office Operations & Communication Primary Phone Coverage:

Act as the professional first point of contact for all incoming calls. Sort and distribute mail and maintain the general filing area. Lead or assist with special administrative projects as the firm continues its rebranding and growth initiatives.

Candidate Requirements Experience:

3+ years in an administrative or office management role (experience in construction, HVAC, or industrial distribution is a major plus).

Software:

Proficiency in QuickBooks is required. Strong skills in Microsoft Office (Excel/Word).

Attributes:

High attention to detail, ability to juggle multiple priorities, and a "problem-solver" mindset.

Location:

Must be able to commute to our Redwood City office daily.

Job Type:

Full-time Pay:

$25.00 - $35.00 per hour

Benefits:

Health insurance Paid time off Retirement plan

Education:

High school or equivalent (Preferred)

Experience:

Customer service: 3 years (Preferred)

Work Location:

In person