An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
About Us Bluewater Marine & Dock Specialties is a growing marine construction company building docks and waterfront structures for hotels, municipalities, and general contractors. Headquartered in Santee, CA with a fabrication shop on-site and a branch operation in Hawaii, we're looking for an experienced Bookkeeper / Office Manager to run the financial and administrative heartbeat of our company. The Role This is a hands-on, multi-hat position combining full-cycle bookkeeping, office management, and administrative operations for a multi-state company. You'll work closely with ownership and executive management on cash flow, financial reporting, and day-to-day operations, and you'll supervise a part-time clerical assistant who handles accounts payable data entry and purchase orders. Key ResponsibilitiesFinancial Management & Cash Flow Direct full-cycle bookkeeping for multi-location operations (California HQ and Hawaii branch), overseeing all AP, AR, payroll, and general ledger functions Weekly cash flow review and revision with the accounting/operations lead; bi-weekly cash flow review with executive management Daily bank login to verify balances; weekly reconciliation of account balances Monthly review of financials with executive management Reconcile bank accounts, credit cards, and payroll entries to support audit readiness and regulatory compliance Oversee year-end reporting, including 1099s, W-2s, W-9s, and workers' comp audits Accounts Payable & Vendor Management Supervise a part-time clerical assistant responsible for AP data entry and entering purchase orders; review their work for accuracy and completeness Manage vendor
AP:
approve and pay supplier invoices weekly (and last-minute as needed), handle vendor correspondence and payment status updates Enter/deactivate vendors; complete vendor credit applications as needed Track CA sales tax paid to suppliers for the quarterly return Collect proof of insurance for jobs and equipment rentals; maintain W-9s Manage and reconcile business credit cards monthly Accounts Receivable & Collections Enter new customers, jobs, and estimates Weekly invoicing for dock maintenance construction reports and job progress billing Enter customer payments; deposit payments received in CA Weekly collection calls and customer correspondence Implement structured job progress billing, collections strategies, and invoicing systems to improve cash flow stability Ensure accurate multi-state tax application on billing Payroll & HR Administration Manage end-to-end employee onboarding, exiting, and status changes for multi-state teams Biweekly payroll hours review and approval; enter payroll entries from the payroll service into QuickBooks Report payroll source documents, P&L entries, and indirect labor detail to management Process employee reimbursements; facilitate annual open enrollment Serve as primary liaison with payroll providers; work with them to deliver year-end W-2s Manage workers' comp coverage and annual workers' comp audit Job Costing & Inventory Provide job cost detail and indirect labor cost reports to project managers Work with the GM and production teams on job closing procedures and reporting Coordinate with CA and HI production managers to control inventory: physical counts, weekly pick tickets moving inventory to COGS, close-of-job inventory adjustments Hawaii Operations Weekly AR aging review for Hawaii; coordinate collections with the HI office Manage Bank of Hawaii account, transfers, and month-end reconciliation Manage HI General Excise (GE) tax: review billing for correct tax rates, file monthly G-45 and annual G-49 returns Office Management & Administration Manage day-to-day office operations at the Santee headquarters: supplies, vendor contracts, business services, and facility needs Serve as primary point of contact with the landlord: lease agreements, maintenance, repairs, and property-related requests Oversee business licenses, certificates of insurance, and general compliance requirements Maintain digital (OneDrive) and physical filing systems; distribute daily mail Monitor the accounting email inbox for bookkeeping items Maintain petty cash (monthly journal entry), including miscellaneous sales and cash expenditure receipts Organize company events, meetings, and travel logistics for leadership and project teams Safety, Compliance & Permits Administer and monitor OSHA compliance programs for office and fabrication environments Coordinate safety policies, training, and incident recordkeeping with management and staff Coordinate permit processing and documentation to support projects and maintain compliance with municipal, state, and federal requirements Marketing Support Help develop and distribute marketing materials and promotional campaigns; assist with trade show logistics Qualifications 5+ years of full-cycle bookkeeping experience (construction, contracting, or job-cost environment strongly preferred) Proficiency with QuickBooks required; experience with QuickBooks Online and/or construction management software (e.g., Buildertrend) a plus Experience supervising or reviewing the work of clerical/administrative staff Strong working knowledge of AP, AR, payroll processing, and bank/credit card reconciliation Familiarity with multi-state operations and sales/excise tax filings a plus (CA sales tax, HI GE tax) Highly organized, detail-oriented, and comfortable juggling accounting, HR, and office management duties Excellent communication skills for vendor, customer, and landlord relations Compensation & Benefits Competitive pay based on experience [
