Assistant Office Manager/Bookkeeper

Assistant Office Manager/Bookkeeper

Shimahara Visual seeks a highly organized, accurate, and detail-oriented Assistant Office Manager/Bookkeeper that can help run company-wide administrative operations from Shimahara Visual’s main location in Santa Monica, CA. The successful candidate will be a growth oriented, proactive, problem solver that demonstrates excellent communication, time management, and interpersonal skills. This is a full-time, hybrid position.

Responsibilities:

• Executive Support
• Create Reports (e.g., AR, AP, cashflow, P&L, KPIs, Monday.com reports, etc.)
• Manage internal/external communications
• Manage meetings and appointments
• Billing
• Work with company directors to prepare weekly billing
• Deliver invoices and respond to client inquiries and requests for information
• Track invoices on QuickBooks, Monday.com, etc.
• Accounts Receivable
• Perform collections via phone and email with multiple client AP Departments
• Manage client AP systems (e.g., Coupa)
• Setting up vendor accounts (e.g., provide COI, W-9, etc.)
• Accounts Payable
• Manage payments to domestic and international vendors (e.g., Vantage optimized account protocol, "Positive Pay", ACH payments, Zelle, Convera, etc.)
• Manage credit lines/fees/rent payments, expenses
• Financial Management
• Provide tax preparation and support to CPA, for all company locations
• Collaborate with Company Accountancy to create reports for owner and staff
• Prepare quarterly filings
• Manage bookkeeping
• Supervise payroll processing
• Manage cashflow
• Make deposits
• Maintain loan renewals
• Proposals
• Work with company directors to prepare and deliver proposals
• Execute and manage NDA Agreements, provide MBE certificate, etc.
• Human Resources Management
• Manage fractional HR company (Bambee.com)
• Provide onboarding/offboarding support
• Provide benefits support (e.g., 401(k), health care, workers comp, etc.)
• Additional Consultants/Associations
• Provide support to insurance company
• Provide support to building management in LA, NYC, and Boston
• Provide support to the company attorneys (general counsel and immigration)
• Provide support to professional associations and unions (e.g., AIA, SAG-AFTRA, etc.)
• Certification/Licenses/Subscriptions
• Manage and renew all company certifications, business licenses, and subscriptions (e.g., MBE, City of Santa Monica, New York City, City of Boston, domain names, etc.)
• General Office Support
• Purchase office equipment, supplies, software, hardware, etc.
• Plan/manage events (e.g., staff/client meetings and lunches, holiday parties, etc.)
• Manage mail/deliveries
• Additional Projects
• Provide support for additional LLCs (e.g., Masterless Film, Architecture of Hope, etc.)
• Create and manage GSA account
• Provide support for future company locations

Qualifications:

• QuickBooks Pro
• Microsoft Office Suite
• (3 - 5) years of relevant experience
• B.A. or Certificate in relevant field, a plus

Compensation:

• 60K annual salary
• (3) Weeks Paid Time Off
• Paid Holidays
• Medical/Dental/Vision benefits
• 401(k)
• Gym membership

If you are a qualified, self-motivated pro with a passion for accuracy and team building please let us know and we’ll be in touch with you immediately!

Job Type: Full-time

Pay: $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Santa Monica, CA 90404