Office Administrator (HR, Payroll & QuickBooks Online) Western Truck Fabrication, Inc. - 4.3 Hayward, CA Job Details Full-time $38 - $45 an hour 6 hours ago Benefits Paid holidays Health insurance Dental insurance Paid time off Vision insurance Employee discount Retirement plan Paid sick time Qualifications Spanish Accounts receivable management Executive administrative support English Invoice payment processing Bachelor's degree QuickBooks Online Invoice reconciliation QuickBooks Business Administration Payroll reconciliation Payroll record maintenance Full Job Description About the Role We're looking for a smart, driven Office Administrator who can run the business side of our operation with little oversight. You'll handle HR, payroll, billing, compliance, and accounting, and you'll be the COO's right hand. We want someone who doesn't just keep things running but looks for better ways to do them. If you like bringing ideas to the table, improving processes, and seeing your work make a real difference, this role is for you. As a small business, everyone wears multiple hats. Duties may shift as the company's needs change. What You'll Do Payroll, Billing & Accounting Process biweekly payroll accurately and on time Manage vendor billing: review, code, and process vendor invoices and bills for payment Prepare and send customer invoices, track payments, and follow up on past-due accounts Reconcile payroll, bank accounts, vendor payables, and customer receivables in QuickBooks Online Maintain accurate financial records and resolve billing discrepancies with vendors and customers Human Resources Manage the full new-hire process: job postings, interview scheduling, hiring packets, onboarding, and entering new employees into company systems Maintain employee records and administer benefits (medical, dental, vision, and retirement enrollment) Answer employee questions about policies, PTO, sick pay, and benefits Keep the company current with California and federal employment requirements Licensing, Permits & Compliance Obtain, track, and renew business licenses and permits with local, state, and federal agencies Keep a compliance calendar so deadlines are never missed Help ensure the office and shop meet health and safety regulations Training & Process Improvement Help train office and shop employees on best practices and safety procedures Identify inefficiencies and recommend and implement better processes, tools, and systems Maintain organized electronic and paper filing systems Operations & Communication Support the COO with scheduling, meetings, reports, and special projects Serve as the main point of contact for vendors, customers, and outside inquiries by phone and email Complete the Daily Job Report spreadsheet used by department leads to track production Manage office supplies, equipment, and facility repairs and maintenance with vendors What We're Looking For 3+ years of experience as an Office Administrator, Office Manager, HR/Payroll Administrator, or similar role Hands-on experience with QuickBooks Online, including payroll, accounts payable/receivable, and reconciliation (required) Working knowledge of HR practices and California employment requirements Experience with business licenses, permits, or regulatory filings Strong skills in Microsoft Office, especially Excel Excellent written and verbal communication skills Self-motivated and able to work independently, prioritize, and follow through without close supervision A problem-solver who brings ideas and isn't afraid to improve how things are done Manufacturing, construction, or trades industry experience is a plus Bilingual English/Spanish is a plus Bachelor's degree in Business Administration or a related field is preferred, not required Benefits $38-$45/hour based on experience Great hours: Monday-Friday, 7:00 AM - 3:30 PM Paid holidays

Paid Winter Break:

the shop closes between Christmas and New Year's, giving you about 2 weeks of paid time off on top of your PTO and sick pay Paid time off and paid sick leave Health insurance: medical, dental, and vision Retirement savings through CalSavers (Roth IRA), optional How to Apply Submit your resume through Indeed. Tell us briefly about a process you improved at a past job. We'd love to hear how you think. Western Truck Fabrication is an equal opportunity employer.

Pay:

$38.00 - $45.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Employee discount Health insurance Paid time off Retirement plan Vision insurance People with a criminal record are encouraged to apply

Work Location:

In person