Office Manager/Bookkeeper

About Seaport Stainless

Seaport Stainless is an established custom stainless steel fabrication company in Richmond, California. We manufacture commercial restaurant equipment and custom fabricated products for customers throughout the Bay Area and beyond.

We are looking for an experienced Office Manager / Bookkeeper to take ownership of the accounting and administrative functions of our small business.

Our longtime office manager is retiring after decades with the company. The successful candidate will have the opportunity to work alongside her during a planned transition, allowing time to learn our customers, vendors, systems, procedures, and recurring responsibilities before assuming full ownership of the position.

This is a hands-on role for someone who enjoys variety, works independently, stays ahead of deadlines, and is equally comfortable handling bookkeeping responsibilities and the everyday administrative needs of a small business.

Key Responsibilities

Bookkeeping, Accounts Receivable & Accounts Payable

• Manage day-to-day accounts receivable and accounts payable.
• Prepare and issue customer invoices.
• Enter vendor bills and process check runs and other payments.
• Post customer payments and maintain accurate customer balances.
• Monitor accounts receivable aging and follow up on outstanding balances.
• Process bank deposits.
• Reconcile monthly bank statements.
• Review and itemize company credit card expenses and process credit card payments.
• Prepare quarterly sales tax reports.
• Maintain organized AP and accounting records.
• Provide records and reports to the company's outside accountant for annual income tax preparation.

Payroll & Employee Administration

• Prepare biweekly payroll.
• Review employee timecards and investigate missed punches or discrepancies.
• Maintain PTO balances.
• Track 401(k) contributions.
• Coordinate annual health insurance open enrollment.
• Process workers' compensation paperwork following employee injuries.

Sales, Customer & Job Administration

• Prepare customer quotes using pricing and information provided by the sales team.
• Assist with administrative preparation and execution of contracts for new jobs.
• File preliminary lien notices when required.
• Maintain job tracking records and related administrative paperwork.
• File completed job paperwork and maintain organized job files.

Insurance, Licensing & Compliance

Coordinate and keep track of recurring business requirements including:

• Business license renewals.
• Certificates of insurance for customer projects.
• Business and vehicle insurance renewals.
• Motor carrier permit renewal.
• Vehicle registrations.
• OSHA Form 300A / Injury Tracking Application reporting.
• Required employee-rights postings.

General Office Administration

• Answer incoming telephone calls and route inquiries appropriately.
• Monitor general company email and correspondence.
• Open, sort, and distribute incoming mail.
• Maintain vehicle fuel cards and related administrative records.
• Order and coordinate routine office supplies and other office needs.
• Help keep common office areas organized and stocked.
• Handle the miscellaneous administrative needs that naturally arise in a small business.

What We're Looking For

The ideal candidate has previously worked in a small-business environment where they independently handled bookkeeping and a broad range of office responsibilities.

Required Qualifications

• Substantial hands-on experience with accounts payable and accounts receivable.
• Experience preparing customer invoices and processing vendor bills and payments.
• Experience processing payroll or serving as the primary internal administrator for a payroll system.
• Experience reconciling bank accounts.
• Strong organizational skills and attention to detail.
• Ability to manage numerous recurring deadlines without constant supervision.
• Strong written and verbal communication skills.
• Comfortable working in a small company where responsibilities are varied and everyone helps where needed.
• Strong general computer skills.

Preferred Qualifications

• Experience with QuickBooks Desktop.
• Experience with ADP or similar payroll/timekeeping software.
• Experience with California payroll and employee administration.
• Experience with sales tax reporting.
• Experience coordinating insurance, workers' compensation, licenses, permits, or other recurring business compliance requirements.
• Experience with preliminary lien notices or construction-related administrative paperwork.
• Previous experience in a manufacturing, fabrication, construction, distribution, or similar small-business environment.

A degree in accounting is not required. We are more interested in practical bookkeeping experience, accuracy, reliability, organization, and the ability to independently manage the day-to-day administrative operations of a small company.

What We Offer

• Health insurance.
• 401(k) retirement plan with employer match.
• Paid time off.
• Stable, long-established company.
• Extensive transition and training period with our retiring office manager.
• Significant autonomy and ownership of the position.
• Opportunity to improve and modernize existing office processes over time.

Schedule

Full-time, Monday through Friday, on-site at our Richmond facility.

To Apply

Please submit a resume highlighting your experience with:

• Accounts payable and accounts receivable.
• Payroll administration.
• Bank reconciliation.
• QuickBooks or other accounting software.
• Office management or small-business administration.

We are especially interested in candidates who have previously been the person responsible for keeping the books and keeping the office running in a small business.

Seaport Stainless is an equal opportunity employer.

Pay: $40.00 - $50.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Work Location: In person