Office Administrator / Accounting Support

About Us Ryan Refrigeration Heating & Air is a growing commercial HVAC and refrigeration company proudly serving Southern California. We take care of our clients, our technicians, and our team. We are a family-owned business built on integrity, hard work, and doing things right. As we continue to grow, we are looking for a sharp, organized, and motivated Office Administrator to join our office team and play a key role in keeping our operations running smoothly. The Role This is a versatile, hands-on position that sits at the center of our office operations. You will work closely with our Accounting Manager to support accounts receivable, accounts payable, and payroll processing — while also keeping the office organized and assisting the broader team with day-to-day administrative needs. If you thrive in a fast-paced environment, love checking things off a list, and can juggle multiple priorities without dropping the ball, this role is for you. We will train you on our internal systems. What we cannot teach is attitude, work ethic, and the ability to stay organized under pressure — those you bring with you. What You Will Do Accounting Support (Primary Focus) Assist the Accounting Manager with accounts receivable — invoicing, follow-ups, payment posting, and aging reports Support accounts payable — processing vendor invoices, matching purchase orders, scheduling payments Assist with weekly and bi-weekly payroll processing including timecard review and data entry Reconcile discrepancies and flag issues to the Accounting Manager Maintain organized financial records both digital and physical Support month-end close tasks as needed Office Administration Answer and route incoming calls professionally — you are often the first voice our clients hear Manage incoming and outgoing correspondence including email, mail, and faxes Maintain office filing systems, both physical and digital Assist with scheduling, dispatch coordination support, and work order documentation Order office supplies and track inventory Support the HR and operations team with onboarding paperwork and file maintenance Assist management with special projects and reporting as needed

What We Are Looking For Required:

1-3 years of experience in an office administration, accounting support, or bookkeeping role Working knowledge of accounts receivable, accounts payable, and/or payroll processes Exceptional organizational skills — you have a system for everything and you stick to it Strong multitasking ability — you can manage competing priorities without losing focus or accuracy Excellent written and verbal communication skills Proficiency in Microsoft Office Suite (Word, Excel, Outlook) High attention to detail — especially with numbers Reliable, punctual, and professional Ability to work independently and as part of a small, tight-knit team

A Plus But Not Required:

Experience with QuickBooks Online Background in a trades, construction, or field service company (HVAC, plumbing, electrical, etc.) Familiarity with ADP or similar payroll platforms Experience with work order or dispatch software What We Offer Competitive pay: $22-$24/hour depending on experience Full-time, Monday-Friday schedule Health benefits (medical, dental, vision) through ADP TotalSource Paid holidays and vacation SmartDollar financial wellness program Training provided on all internal systems — we set you up for success Stable, growing company with a team that genuinely supports each other Room to grow as the company expands About You You are the kind of person who notices when something is out of place and fixes it before anyone asks. You write clear emails. You follow up without being reminded. You keep confidential information confidential. You bring a positive attitude to work even when it is busy. You do not need to be told twice. How to Apply Submit your resume and a brief note telling us about your experience with AR, AP, or payroll and why you are a great fit for this role. Applications without a note will receive lower priority — we want to see that you pay attention to instructions. Ryan Refrigeration Heating & Air is an equal opportunity employer.

Pay:

$22.00 - $24.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Disability insurance Employee discount Flexible spending account Health insurance Health savings account Life insurance Paid sick time Paid time off Vision insurance

Work Location:

In person