Job Description

Do you thrive in a fast-paced environment where multitasking and organization are key to keeping everything running smoothly?

Are you someone who likes interacting with others, helping the team, and ensuring the office is a positive place to work?

Do you have experience independently handling high-detail responsibilities and working with tools like QuickBooks and Microsoft Office?

If you answered yes to those questions, Coast Engineering & Design, Inc wants to talk to you about our Office Manager position. We are a growing consulting firm with branches on the Central Coast. Our people are creative, fun, energetic, and forward-thinking. We believe that great engineering is surrounded by great people, and we are looking to expand our team with someone who wants to contribute and thrive in this environment. We are open to tailoring this position to be part-time or full-time for the right fit.

Scope

The Office Manager provides comprehensive administrative support to ensure efficient and effective operations, managing various tasks across multiple functional areas.

Characteristics

• Organized, detail-oriented, with excellent follow-through
• Thrives on independent, task-based work
• Enjoys interaction with staff, clients, and vendors
• Multi-tasker with professional appearance
• Proactive problem solver, trustworthy, and honest

Experience

• Experience in Office Management
• Experience in QuickBooks
• Microsoft Office experience – proficient with Word & Excel
• College education preferred

Roles and Responsibilities:

Office Management

• Organize and manage digital and physical file systems for easy accessibility
• Ensure office essentials (supplies, snacks, mail) are well-stocked and organized
• Manage reception duties: phone calls, visitors, mail, deliveries, and scheduling
• Coordinate office maintenance, vendor relations, and manage keys/passwords

Administrative Support

• Assist with hiring, including candidate screening and interview coordination
• Support HR with job descriptions, training, and employee onboarding
• Manage timesheet and expense reviews, ensure timely submissions, and correct discrepancies
• Prepare, review, and send invoices through BigTime, track payments, and handle inquiries
• Manage all projects and proposals in SmartSheets, including creating new projects and maintaining accurate data and organization

Financial & Compliance Management

• Oversee accounts receivable/payable, handle invoices, payments, and financial records
• Reconcile QuickBooks with bank accounts, and manage all bill payments monthly
• Manage business licenses, certificates, and insurance compliance annually
• Oversee insurance certificates and ensure compliance with regulations as needed

Marketing & Process Improvement

• Assist in creating promotional materials, manage social media, and update resumes
• Help develop RFPs and RFQs, and support company events and travel coordination
• Continuously improve processes for efficiency, and handle confidential information

Supporting Principal Engineers

• Manage email, calendar, and task lists for engineers
• Compose correspondence, assist with proposals, and support ad hoc projects

For employment consideration, please email a PDF copy of your cover letter, resume and references to todd@coast-inc.com and provide your current availability.

Job Types: Full-time, Part-time

Pay: $21.41 - $25.00 per hour

Expected hours: 20 – 40 per week

Benefits:

• 401(k) matching
• Life insurance
• Vision insurance

Schedule:

• 4 hour shift
• 8 hour shift

Experience:

• Microsoft Excel: 2 years (Preferred)
• Microsoft Powerpoint: 2 years (Preferred)

Ability to Commute:

• San Luis Obispo, CA 93401 (Required)

Ability to Relocate:

• San Luis Obispo, CA 93401: Relocate before starting work (Required)

Work Location: In person

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