FT Accounting/Administrative Assistant and Building Management Assistant (Costa Brown Architecture)

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