Bookkeeper / Office Administrator / Human Resources

~ Gaia is a green building and sustainability consultant firm specializing in energy efficiency and LEED consulting, energy modeling, and building commissioning. ~

We’re a mission driven company aimed at transforming the built environment. Our clients and portfolio of projects include some of the largest and most successful developers throughout Southern California and beyond. We are a small office of 11 people. Our office is in Playa del Rey, one block from the beach. Additionally, Gaia provides dental, medical, vision, 401k and an educational budget to all employees. 

Position Summary

Gaia is looking for an organized bookkeeper with administrative skills to join our team. A successful candidate will have the personality to work well with others, streamline business operations, and understand small business structures.

Responsibilities

Essential Functions:

Bookkeeping

• Logging disbursements (AP) by recording cash, checks, and credit card transactions
• Logging Account Receivables and preparing bank deposits
• Verifying and reconciliation of records and bank statements
• Verifying the validity of account discrepancies by obtaining and investigating information from sales, purchases, reimbursable expenses.
• Resolving collections by examining customer payment plans, payment history and credit line; coordinating contact with collections department.
• Creating Invoices for all revenue generated from all 3rd party advertisers / production sponsors.
• Summarizing receivables by maintaining invoice accounts; verifying totals and preparing reports
• Maintaining organized records by scanning invoices, debits, and credits
• Preparing reports such as P&L and Income statements
• Assist Gaia’s CPA in tax preparation and filing
• Preparing and submitting tax documents to various agencies

Office Administration/Human Resources

• Performs diverse office functions in general areas of administration, operations, basic accounting and hospitality/office upkeep
• Data entry and account/project coordination in ArchiOffice and Salesforce
• Administration of payroll through an online via 3rd party vendor software
• Credit card reconciliations
• Institute secure digital filing system
• Clerical responsibilities including but not limited to filing, copying/scanning, phones, office supply orders, office upkeep, and other tasks assigned
• Reviewing contracts and securing insurance certificates
• Generating and sending monthly invoices, per client specification
• Organizing meetings
• Tracking and managing projects from start to finish
• Handling high-priority personal and business needs, as needed
• Taking on additional duties and tasks as assigned
• Reaching out to companies regarding outstanding invoices
• Assist in Human Resources inquiries
• Assist with benefits administration – preparing paperwork for health insurance, 401K, etc.
• Prepare Paid Time Off reports

Qualifications

Education and Experience Requirements:

• Minimum B.S. or B.A. degree
• Minimum 5 years of accounting and office management experience
• Proficient with Quickbooks
• Clear Understanding of Accounting principles
• General tax knowledge and laws

Skills and Attributes:

• Strong computer, software and internet skills including MS Excel, MS Word, MS Outlook, MS Explorer or equivalent
• Demonstrated advanced Quickbooks and Excel skills
• Ability to learn and excel in new software programs, such as ArchiOffice and Salesforce
• Solid analytical skills
• Excellent organization and communication skills, team player, proactive and eager to learn
• Resourceful self-starter with initiative and able to anticipate needed steps
• Proactive with respect to deadlines
• Team player with ability to work independently
• Responsible professional with ownership in work product
• Maintain focus and calm under stressful situations and able to prioritize
• Adapt favorably to changing priorities
• Superb ability to multi-task
• Strong and consistent communication skills
• Intelligence and common sense
• Ability to maintain confidentiality
• Small company experience
• Meticulous attention to detail and accuracy
• Professional demeanor with the ability to handle confidential information
• Dependable and punctual
• Problem solver, resourceful with solutions

To Apply

For immediate consideration, please submit click "Apply" below to email the following as a PDF to:

• Cover letter (explaining how you incorporate sustainability in your life)
• Resume
• Salary requirements
• Professional references