Find & Apply For Office Manager Jobs in Westminster, California

Office Administrator AAAdvantage Concrete Coatings About the Role AAAdvantage Concrete Coatings is looking for a detail-oriented, proactive Office Administrator to support our daily business operations. This role is central to keeping our office running smoothly by managing payroll, accounts receivable and payable, compliance documentation, vendor and contractor coordination, and general administrative support. You'll be the key point of contact for both internal staff and external partners, ensuring financial records are accurate, documentation is current, and the team has what they need to keep projects moving. This is a great fit for someone who thrives in a fast-paced environment, enjoys wearing many hats, and takes pride in keeping things organized and on schedule. What You'll Do Payroll & Financial Support Enter payroll hours and breakdowns for approval (weekly or as scheduled) Review time entries and confirm job allocations before submission Ensure payroll deductions, benefits, and taxes are up to date Respond to employee payroll inquiries within 1 business day Process accounts payable weekly or as scheduled, attaching invoices/bills to each entry Track invoice due dates and follow up on overdue accounts receivable (AR collections) Prepare and submit pay applications Maintain updated vendor records and set up new vendor/contractor accounts Collaborate with the bookkeeper on monthly reconciliation and open items Enter labor job costing data to the CRM as needed Compliance & Documentation Maintain current insurance certificates (COIs) for all projects Submit contract waivers, preliminary notices, and required billing documentation Maintain and renew business licenses Track and renew vehicle/trailer registrations, staff licenses, and certifications before expiration Maintain TCS (transportation compliance) records, including truck safety materials, supplies, and required notebooks Track safety gear on trucks (eye wash stations, fire extinguishers, first aid kits, reflective road signs) Organize safety meeting paperwork and ensure safety trainings are scheduled and recorded Maintain organized digital records of safety and forklift training Assist with audits by gathering and organizing requested files Maintain project submissions requiring Procore or Service Channel Notify leadership of missing or soon-to-expire compliance items Coordination & Office Support Check and manage the info email inbox — sorting, routing, and responding as appropriate Route phone calls on in-office days Book hotel accommodations for field staff the week before travel, based on project location and duration Send product samples when requested Manage IT tickets and requests Coordinate onboarding forms and other HR documentation Perform notary duties (if applicable/certified) Organize employee birthday recognition and team gatherings Maintain internal checklists and calendars for recurring compliance tasks What We're Looking For Strong attention to detail and organizational skills Ability to manage multiple priorities and deadlines in a fast-paced environment Comfortable with CRM/project management software (e.g., Procore, Service Channel, or similar) Experience with payroll, AP/AR, or bookkeeping support preferred Clear, professional communication with staff, vendors, and partners A team player who's happy to pitch in on office culture and morale initiatives Schedule This is an in-office role, Monday through Friday, with core hours generally 9:00 AM-4:00 PM (subject to slight variation based on business needs).

Pay:

$25.07 - $30.19 per hour

Benefits:

Professional development assistance Application Question(s): Which payroll platforms are you familiar with?

Experience:

Construction administrative: 5 years (Required)

Language:

Spanish & English (Required) Ability to

Commute:

Westminster, CA 92683 (Required)

Work Location:

In person