Position Summary

We are a established and growing land surveying company in Encinitas California with a team of approximately 10 employees seeking a highly organized, detail-oriented Accounting Manager professional to oversee our financial operations and manage the day-to-day administrative functions of our office. This position plays a critical role in maintaining accurate financial records, supporting project managers, coordinating office operations, and ensuring the business runs efficiently. The ideal candidate is proactive, trustworthy, comfortable wearing multiple hats, and enjoys working in a small business environment where teamwork and flexibility are essential.

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Key Responsibilities

Accounting & Finance

• Manage all bookkeeping functions using accounting software (Deltek/Ajera and QuickBooks Experience preferred).
• Creating and Maintaining policies and procedures.
• Process accounts payable and accounts receivable.
• Prepare and issue client invoices based on project progress and completed work.
• Monitor collections and follow up on outstanding receivables.
• Reconcile bank accounts, credit card statements, and general ledger accounts.
• Process payroll and maintain payroll records.
• Prevailing wage and certified payroll processing
• Prepare monthly financial statements and management reports.
• Assist with annual budgeting and cash flow forecasting.
• Coordinate with the company's CPA for tax filings and year-end reporting.
• Maintain accurate financial records and documentation.

Office Management

• Oversee daily office operations and administrative procedures.
• Manage office supplies, equipment, and vendor relationships.
• Answer phones, greet visitors, and provide general administrative support.
• Maintain company records, contracts, insurance certificates and renewals, and licenses.
• Coordinate employee onboarding paperwork, personnel files, and reviews.
• Support CEO with writing and delivering reviews.
• Assist with scheduling meetings.
• Support management with special projects and operational improvements.

Project Administration

• Set up new projects in accounting and project management systems.
• Track project budgets, expenses, and billing status.
• Assist project managers with contract administration and change orders.
• Monitor project profitability and prepare job cost reports.
• Coordinate subcontractor documentation and insurance certificates.

Operations Support

• Maintain employee records and benefits administration.
• Assist with payroll changes, paid time off tracking, and onboarding.
• Support compliance with employment regulations and company policies.

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Required Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
• 5+ years of bookkeeping or accounting experience.
• Experience managing office operations in a small business environment.
• Proficiency with QuickBooks and Microsoft Office (Excel, Word, Outlook).
• Experience with payroll processing.
• Strong understanding of accounting principles and financial reporting.
• Excellent organizational and time management skills.
• High level of integrity and ability to maintain confidentiality.
• Strong communication and customer service skills.
• Experience in engineering, construction, architecture, surveying, or professional services is preferred.

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Preferred Qualifications

• Job costing experience.
• Project billing experience.
• Experience with payroll and HR administration.
• Familiarity with contract administration.
• Experience working with project management software.
• Ability to identify opportunities to improve office processes and efficiency.

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Personal Attributes

• Self-motivated and dependable.
• Strong attention to detail.
• Excellent problem-solving abilities.
• Able to prioritize multiple responsibilities.
• Team-oriented with a positive attitude.
• Comfortable working independently with minimal supervision.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.