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Office Administrator (Oxnard)
Office Administrator (Oxnard)AVALON • Oxnard, CA, US
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Office Administrator (Oxnard)

Office Administrator (Oxnard)

AVALON • Oxnard, CA, US
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Business Operations Coordinator

Location : Oxnard CA

Classification : Non-exempt Employment

Type : Full-time, at will

Department : Operations

Reports To : Chief Operating Officer (COO)

Job Summary

We are seeking a proactive, detail-oriented, and highly organized individual to join the team. The Business Operations Coordinator plays a key role in ensuring the smooth execution of administrative and operational activities in our North American, Oxnard office. This position combines hands-on administrative execution with cross-departmental coordination, providing to the leadership team in managing processes, reports. We are looking for a trustworthy and motivated individual, who in total compliance helping to streamline business processes and improve overall efficiency.

Key Responsibilities :

  • Financial Record-Keeping
  • Provide and maintain accurate and up-to-date financial records, including accounts payable, general ledger entries, and bank reconciliations.
  • Enter data into the accounting system and ensure the integrity of financial information.

Transaction Processing

  • Process and review financial transactions, such as invoices, bills, payments, expense reports, and purchase orders.
  • Verify the accuracy and completeness of supporting documentation.
  • Ensure timely and accurate recording of transactions in compliance with established policies and procedures.
  • Cooperate with the Leone headquarter financial dept. to ensure smooth intercompany operations

    • Accounts Payable

  • Manage the accounts payable function, including vendor invoice processing, payment preparation, and vendor communication.
  • Reconcile vendor statements, resolve discrepancies, and follow up on outstanding issues.
  • Maintain vendor records and update payment terms as necessary.
  • Issue proforma invoices and bill credit to vendors for defective products.

    • Taxes

  • Work closely with the COO, CPA and the external consultants to fulfil the fiscal obligations
  • Sales Tax filing

    • Other

  • Conducting research and gathering data to support decision-making processes
  • Act as a liaison between COO and third parties (e.g. insurance, health insurance, government agencies, building association) Providing administrative support on administrative requirements as requested, including general employee coordination on priorities
  • Ensuring compliance with legal, regulatory, and ethical standards in all business operations
  • Providing administrative support to executives and other team members
  • Monitor and track operational KPIs, reporting key data and trends to management
  • Facilitate internal workflows and optimize process improvements in collaboration with the Operations team
  • Handle confidential information with discretion and maintain professional integrity
  • Perform other duties as assigned
  • Travels as required
  • Other duties and responsibilities linked to additional projects, if required.

    • Qualifications :

  • Associate degree and / or Office Management experience
  • 5+ years of experience in operations and / or book keeping in related field is preferred
  • Strong proficiency in accounting software is required; familiarity with QuickBooks is a plus
  • Solid organizational and time-management skills, with the ability to multitask and prioritize effectively
  • Excellent communication skillsboth written and verbal
  • Analytical mindset with a problem-solving attitude
  • Ability to work independently and in a team, maintaining flexibility in a dynamic work environment
  • Ability to handle confidential information with integrity and professionalism.
  • Bilingual (English / Italian) is a plus but not mandatory. Bilingual English / Spanish also valuable.

    • Ideal Attributes

  • Quick-thinking, perceptive, and able to synthesize complex information into clear action
  • Polished & Professional
  • Operationally Fluent : understanding how systems work, where inefficiencies lie, and how to build scalable solutions
  • Self-Directed & Disciplined : manage your work and time like an executivewithout waiting to be told
  • Confidential & Trusted : handle sensitive matters and executive-level information with the utmost care
  • Highly flexible and available to work also on issues not limited to accounting dept.
  • Leadership-Ready

    • Work Schedule & Expectations :

  • Full-Time, preferably shift starts at 7.30 AM
  • Occasional early morning responsiveness expected for critical deadlines or emerging issues (Parent company is in Europe)
  • Must be based near company site and able to travel locally and regionally as needed (drivers license required)

    • Compensation & Benefits :

  • Salary : (commensurate with experience).
  • Health, Dental, Vision Insurance
  • Paid Time Off (PTO), Paid Holidays as per internal regulations.

    • This is a full-time / direct hire / on-site role.

    Qualified and interested candidates are urged to apply :

    Zach Hoofring, zach@avalonstaffing.com, www.avalonstaffing.com

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