Finance Admin

Office Manager

Quick Serve Restaurant Industry | Multi-Concept, Multi-Entity Operator | Livermore, CA

Job Title: Office Manager

Department: Corporate Support Center

Location: Livermore, CA — on-site (this is not a remote role)

Employment Type: Part-time, non-exempt

Schedule: Monday–Friday, approximately 30 hours per week; flexible around the weekly check run and banking schedule

Reports To: AP Supervisor

We are a growing quick-serve restaurant operator running multiple food concepts across a multi-entity corporate structure. Our corporate office is a small, close-knit team.

The Office Manager keeps the office running: mail moving, vendors paid, supplies stocked, and compliance documents organized. Alongside the administrative work, you will get hands‑on exposure to real accounting operations by preparing the weekly check run, tracking utility bills across multiple entities, and pulling backup for the accounting team at month‑end.

No accounting background is required. If you are organized, dependable, good with details, and interested in learning the finance side of a multi‑unit business, we will teach you the rest. This is a genuine entry point: the role is built to grow in both hours and responsibility as you take on more.

• Open, scan, and distribute incoming mail daily via email to the correct department or entity owner.
• Maintain organized digital filing of scanned correspondence and route time-sensitive items immediately.
• Prepare overnight and express mail labels and handle drop‑off.

• Print, stuff, and mail the weekly check run from an approved payment batch; maintain check stock and the check register.
• Make manual online payments upon request and retain confirmations for the accounting file.
• Provide backup support on payables coordination and payment status requests from our third‑party accounting firm.

• Pay and track utility bills across multiple locations and entities; monitor due dates to avoid late fees or service interruptions.

• Deposit and track incoming miscellaneous checks (refunds, rebates, non‑restaurant receipts) using the desktop check scanner.
• Make occasional bank deposit runs, typically combined with mail or errand trips.

• Maintain digital and physical copies of permits, business licenses, and tax documents; keep the renewal calendar current and flag upcoming deadlines.

• Assist employees with expense report questions and portal access issues; elevate unresolved items.
• Follow up on outstanding expense report coding and missing receipts so submissions are complete and on time.

• Assist the accounting team with month‑end research by pulling invoice backup, tracing transactions, and answering document requests.
• Under the direction of the AP Supervisor, support P&L review by gathering supporting documentation, confirming vendor and location coding, and researching questions on specific charges.

• Order and stock office supplies; keep common areas and supply inventory organized.
• Greet the handful of daily visitors and deliveries and answer and route incoming calls.
• Place the weekly company lunch order and coordinate delivery timing.
• Coordinate office vendors and service providers (janitorial, equipment, water and coffee, IT support scheduling) and maintain office equipment.
• Provide general administrative backup to the accounting and finance team as needed.

• High school diploma or equivalent.
• Strong attention to detail and accuracy with numbers, names, dates, and filing.
• Comfortable with Microsoft Excel and Outlook, and quick to learn new online portals and systems.
• Able to handle confidential financial information with discretion.
• Dependable and self‑directed, with the ability to hold recurring weekly deadlines without reminders.
• Valid driver's license and reliable transportation for local bank and mail runs.
• Comfortable being the hub of a small office and juggling administrative tasks alongside recurring accounting work.

• Coursework or a…