Costa Brown Architecture, a small, design-oriented San Francisco architectural firm, is looking for a full-time Accounting/Administrative Assistant and Building Management Assistant with a positive attitude and strong communication skills. If you are highly organized, self-motivated individual interested in working at a well-established company, we want you on our team. As the sole administrator in the office, you’ll be responsible for the following key tasks:
Administrative:
Typical tasks such as answering the phone, maintaining office supplies, ordering prints & scans of architectural drawings, and assisting staff members.
Human resource duties for employees, setting them up for payroll, health benefits, and CalSavers; setting up new e-mails; keeping track of sick & vacation days, etc.
Collect hours and report payroll to Paychex twice a month.
For projects:
Prepare draft proposals for new projects for Principal’s review and comments.
Track hours billed and contract amount remaining for certain projects for Principal’s review.
Track permits being processed for permit approval.
Research permit processing for various jurisdictions and assist in filling in required forms for city agencies.
Track new & retired office equipment for annual San Francisco Business Property Statement.
File other required annual forms, e.g., San Francisco Business Registration, Secretary of State Statement of Information, etc.
Keep a list of corporate events through the year to include in the annual preparation of corporate meeting minutes.
Provide insurance brokers for professional liability, general liability, and workers’ compensation with the information they need to obtain policy renewals.
Accounting:
Maintain the Quickbooks accounting system with accounts payables; accounts receivables; new employees, vendors, clients and projects, etc.
Collect and enter employee timesheets into Quickbooks timesheets.
Once a month generate draft monthly invoices for clients, collect employee comments to add to the invoices, finalize invoices with Principal’s modifications, and e-mail to clients by the end of the month.
Prepare and make deposits at Wells Fargo.
E-mail statements to clients with past due invoices.
At year-end, coordinate with the firm’s accountant, providing necessary reports for them to create 1099s and the tax return.
Building Management Assistance - One of the Principals owns the building in which Costa Brown Architecture’s office resides. Therefore, your responsibilities will include building management assistance:
Respond to tenant’s e-mails and coordinate their requests/issues with service providers, e.g., janitor, plumber, handyman, etc.
Notify tenants of scheduled disturbances, inspections, etc.
Modify office lease template to prepare draft leases and lease amendments, as well as storage unit rental agreements.
Activate and deactivate key fobs for tenants.
Coordinate with the building’s accountant to carefully review tenant rent invoices, accounts payable reports, monthly janitorial and utility spreadsheets, and annual CAM reconciliation letters.
Maintain parking tax income spreadsheet for San Francisco’s annual parking tax statement.
Submit San Francisco Environment’s annual benchmark report online.
Prepare and submit annual San Francisco business tax returns online.
Review security video for parking violations, building alarms, break-ins, etc.
Be on-call 24/7 for Bay Alarm calls regarding building alarms.
Adjust the building alarm schedule for tenants who need to move in on weekends.
Qualifications:
Minimum 5 years of experience
Excellent written and verbal communication skills
Strong organizational skills and attention to detail
Must demonstrate integrity and the ability to handle confidential documents with the utmost discretion
How to Apply: If you are an independent, energetic, personable candidate who enjoys variety in a small office environment, please send us your resume with a cover letter.
