Accounting and Administration Manager

【Position】

Accounting and Administration Manager

We are seeking a dedicated and versatile Accounting and Administration Manager for our growing small-to-medium enterprise in California. In this hands‑on role, you will manage day‑to‑day general accounting operations, oversee comprehensive administrative and human resources functions, and lead and mentor junior team members. All duties must be performed in strict compliance with California Employment Law and U.S. Federal regulations. The ideal candidate is detail‑oriented, highly organized, and capable of operating autonomously across financial and general administrative domains.

• Supervision & Mentorship:
  Manage, train, and mentor junior administrative or accounting staff, providing daily guidance and professional development.
• Performance Evaluation:
  Conduct regular performance reviews, set clear operational goals, and provide constructive feedback to team members.
• Workflow Optimization:
  Delegate tasks efficiently within the department and establish streamlined standard operating procedures (SOPs).

• General Ledger & Bookkeeping:
  Maintain accurate and complete general ledger daily using accounting software (e.g., Quick Books).
• Accounts Payable & Receivable (AP/AR):
  Manage full‑cycle AP (vendor bills, expense reports, disbursements) and AR (client invoicing, collections, cash receipt tracking).
• Cash Flow & Banking:
  Handle daily banking activities, bank reconciliations, and monitor cash flow performance.
• Month‑End & Year‑End Closing:
  Execute month‑end closing procedures, accruals, prepayments, and generate standard financial reports (Balance Sheet, Income Statement, Cash Flow Statement) for management.
• Tax and Regulatory Filings Support:
  Prepare and coordinate financial data for local, state, and federal tax filings in conjunction with external Certified Public Accountants (CPAs).
  
  Note:
  
  External independent financial audits are not required for this role.

• Payroll Processing:
  Oversee semi‑monthly/bi‑weekly payroll processing ensuring absolute adherence to California Labor Code (overtime, meal and rest break compliance documentation).
• Full‑Cycle HR Administration:
  Manage onboarding and offboarding processes, including issuing required CA employment notices (EDD pamphlets, Wage Theft Prevention Act notices), Form I‑9 verification, and conducting orientations.
• Leave & Benefits Administration:
  Administer and track Paid Time Off (PTO), CA Sick Leave, and coordinate employee benefits (health, dental, vision, 401k) in compliance with CFRA, FMLA, and COBRA guidelines.
• HR Compliance & Records:
  Maintain confidential employee records and personnel files in compliance with CA retention laws. Ensure workplace policies comply with Cal/OSHA and state anti‑harassment training mandates.

• Government & Regulatory Correspondence:
  Act as the primary liaison for federal, state, and local government inquiries, filings, and annual reports (e.g., California Secretary of State Statement of Information).
• Business Licenses & Permits:
  Monitor, renew, and secure all mandatory city, county, and state business operational licenses and environmental/industry permits.
• Corporate Insurance Management:
  Coordinate commercial liability, workers' compensation, property, and D&O insurance renewals, audits, and claims processing.
• Office & Vendor Operations:
  Manage general office administration, facilities maintenance, vendor contract negotiations, and procurement of supplies/equipment.

Monday through Friday / 40hours per week

Hybrid:
Primarily remote work with 2 days/week in‑office.

Irvine, CA

$75K-85K

Saturdays, Sundays, holidays

• Education:
  
  Bachelor’s degree in Accounting, Finance, Business Administration, or a related field (or equivalent practical experience).
• Experience:
  
  Minimum 3–5 years of progressive experience in general accounting, office management, and HR administration, preferably within a small-to-medium business environment in California. Proven experience in a supervisory or team‑leadership role is required.
• Legal & State Knowledge:
  Solid, practical understanding of California Labor Law and payroll tax withholding requirements (EDD), and corporate administrative compliance.
• Technical
  
  Skills:
  
  Proficiency in accounting software (Quick Books, Xero), Microsoft Office Suite (Excel advanced skills preferred), and cloud‑based HR/Payroll systems (Gusto, ADP, etc.).
• Communication:
  Excellent verbal and written communication skills in English; bilingual (Japanese/English) is a strong plus.