Office Administrator

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 support to the leadership team in managing processes and reports. We are looking for a trustworthy and motivated individual who helps streamline business processes and improve overall efficiency.

Responsibilities

• 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.
• Process and review financial transactions, such as invoices, bills, payments, expense reports, and purchase orders.
• Verify accuracy and completeness of supporting documentation.
• Ensure timely and accurate recording of transactions in compliance with policies.
• Cooperate with the Leone headquarters financial department to ensure smooth intercompany operations.
• 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.
• Work closely with the COO, CPA and external consultants to fulfill fiscal obligations.
• Conduct research and gather data to support decision?making processes.
• Act as a liaison between COO and third parties (e.g., insurance, health insurance, government agencies, building association).
• Provide administrative support on requirements as requested.
• Ensure compliance with legal, regulatory, and ethical standards.
• Provide administrative support to executives and other team members.
• Monitor and track operational KPIs, report key data and trends to management.
• Facilitate internal workflows and optimize process improvements in collaboration with operations team.
• Handle confidential information with discretion.
• Travel as required and participate in additional projects as needed.

Qualifications

Ideal Attributes

Reports To

Chief Operating Officer (COO)

Seniority Level

Employment Type

Job Function

Industries

Qualified and interested candidates are urged to apply.

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