Office & Accounting Administrator - Orange, CA
16 hours ago
Job description
Application Instructions (Read Before Applying)
To be considered for this role, please submit the following with your application:
Cover Letter – Tell us why you're interested in GEO and how your experience aligns with the role.
Supplemental Questions – Please include your responses to the following:
- What type of work responsibilities do you most enjoy, and why?
- This role requires working independently. How do you organize your work, stay accountable, and ensure accuracy when priorities compete?
- What do you know about environmental remediation, and what interests you about working in this industry?
Applications without a cover letter and responses to the supplemental questions will not be considered.
About GEO
Good Earthkeeping Organization (GEO) is an environmental engineering and remediation firm dedicated to restoring contaminated sites and protecting natural resources. Our team combines technical expertise with a collaborative approach to deliver practical, sustainable solutions for our clients.
Our Values
- Impact: We believe in measurable results and real-world change.
- Curiosity: We seek better ways to solve environmental problems through innovation and learning.
- Integrity: We take pride in doing the right thing, especially when no one is watching.
- Teamwork: We achieve more when we collaborate across disciplines and geographies.
- Resilience: We thrive in challenging environments and adapt quickly to the unexpected.
Position Overview
The Office & Accounting Administrator supports daily office operations and core accounting processes to ensure GEO runs efficiently and effectively. This role combines administrative coordination with hands-on bookkeeping, including accounts payable, expense tracking, and QuickBooks Enterprise data entry. The ideal candidate is detail-oriented, organized, and comfortable wearing multiple hats in a small, fast-paced office environment.
Key Responsibilities:
Office Management & Administration
- Answer and direct phone calls and emails; greet visitors and vendors.
- Maintain both physical and digital filing systems (contracts, project documents, invoices).
- Order office supplies, manage mail and deliveries, and maintain general office routines.
- Assist with scheduling, meeting coordination, or vendor logistics as needed.
- Support onboarding of new staff (basic admin tasks) and maintain office inventory.
Accounting Administration
- Enter bills, invoices, and credit card transactions into our accounting system.
- Manage accounts payable: code invoices, prepare payment batches, and ensure timely processing.
- Maintain company credit card usage: enter transactions timely, reconcile statements monthly, and attach receipts/documentation.
- Process expense reimbursements and ensure proper documentation.
- Assist with month-end closing support: gather documentation, reconcile vendor/credit card accounts, and prepare for review.
- Maintain vendor master file (W-9s, setup, terms) and support compliance/documentation.
- Work closely with the Director of Finance to escalate issues or resolve discrepancies.
Qualifications:
- 2–4 years (or more) bookkeeping and/or administrative experience in a small business environment. A combination of office admin + bookkeeping is required.
- Proficiency with accounting software (e.g., QuickBooks) and Microsoft 365 (Excel, Outlook, Word).
- Strong attention to detail and accuracy in data entry, record-keeping, and processing.
- Excellent organizational skills: able to manage competing tasks, switch between administrative and financial duties.
- Good communication skills (phone, email, vendor interaction).
- High degree of integrity and ability to maintain confidential financial and personnel information.
- Associate's degree required.
- Bookkeeping/office admin certification is a plus.
Working Conditions & Schedule:
- Monday–Friday, standard business hours (e.g., 8 am – 5 pm) with flexibility as needed.
- On-site in Orange, small office environment.
- Hourly pay with opportunity for overtime or expanded responsibilities as the company grows.
Compensation & Benefits:
- Hourly Rate: $25-$32 per hour, depending on experience and qualifications.
- Benefits include paid holidays, PTO, medical/dental/vision, and 401(k) matching.
- Opportunity for growth as the company grows.
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