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Administrative & Finance Specialist
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Robert Half
Los Angeles, CA (In Person)
Part-Time
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Job Description
We are looking for a highly organized Administrative & Finance Specialist to support day-to-day office coordination and financial administration for a collaborative, hospitality-focused organization in West Los Angeles. This contract-to-permanent position is well suited for a dependable individual who can balance front-desk support, operational tasks, and finance-related work with strong attention to detail. The role will contribute to smooth internal operations by managing administrative processes, assisting with budget tracking and payment activity, and helping maintain accurate records across multiple business functions. There are flexible hours and open to candidates who want to work 30-40 hours per week. Previous experience with light accounting is a must.
Responsibilities:
- Record and categorize financial activity in QuickBooks Online while maintaining alignment with approved budgets and internal documentation standards.
- Oversee accounts payable and accounts receivable tasks, including preparing invoices, tracking incoming payments, and coordinating outgoing disbursements such as checks and wire transfers.
- Generate financial reports and update tracking spreadsheets to monitor spending patterns, compare budgeted versus actual results, and support planning decisions.
- Prepare organized files and supporting materials for audits, annual budgeting activities, and requests for transaction or banking information.
- Maintain an organized and efficient office environment by monitoring supplies, organizing shared spaces, and coordinating service or equipment repairs when needed.
- Provide administrative support for meetings by setting up virtual conferencing tools, preparing materials, and assisting with scheduling and logistics.
- Assist with board and stakeholder communications by distributing meeting notices, compiling agendas, and organizing related documents.
- Support internal teams with data entry, list maintenance, proofreading, mailing coordination, and shipment of promotional or event materials.
- Help coordinate organizational events and community-facing activities by arranging details such as setup, catering, materials, and on-site support as needed.