Office Manager

Full-Time | On-Site

GL Technologies is a growing, disabled veteran-owned and ISO/IEC 17025-accredited service company supporting pharmaceutical, biotechnology, medical-device, university, and research organizations throughout California.

For more than 20 years, we have provided calibration, metrology, validation, preventive maintenance, repair, commissioning, and asset-management services to some of the world’s most respected organizations.

Our philosophy is simple:
Patients First, Quality Driven.

GL Technologies is seeking an experienced, highly organized Office Manager to take ownership of the company’s day-to-day administrative and financial operations.

This is not simply a receptionist or general clerical position. The successful candidate will be a trusted member of the management team responsible for ensuring that billing, payroll, accounts payable, accounts receivable, insurance, employee records, and other critical obligations are completed accurately and on time.

The right person is proactive, detail-oriented, financially capable, and comfortable working directly with company ownership and department managers in a fast-moving service organization.

• Manage the company’s daily administrative and office operations.
• Maintain accurate records in Quick Books and coordinate with the company’s accountant and tax professionals.
• Oversee accounts payable and confirm that vendors, insurance policies, loans, utilities, taxes, and other obligations are paid accurately and before their deadlines.
• Manage accounts receivable, including invoice tracking, customer follow-up, payment application, and aging reports.
• Coordinate customer billing and ensure completed work is invoiced promptly and correctly.
• Review payroll before submission and verify employee hours, pay rates, reimbursements, deductions, and benefit payments.
• Reconcile bank accounts, credit cards, payroll activity, and financial records.
• Prepare weekly cash-flow, receivables, payables, and billing-status reports for ownership.
• Maintain a master calendar of financial, insurance, licensing, certification, and contract deadlines.
• Maintain employee files and assist with onboarding, benefits administration, workers’ compensation, and other HR-related requirements.
• Coordinate with managers to obtain missing timesheets, purchase documentation, expense reports, service records, and billing information.
• Maintain organized digital and physical business records.
• Identify discrepancies, missed deadlines, duplicate transactions, unbilled work, or unusual financial activity and immediately bring them to management’s attention.
• Help develop and enforce reliable administrative controls and documented office procedures.
• Support ownership and management with special projects as needed.

• At least five years of office-management, bookkeeping, accounting-support, or business-administration experience.
• Strong working knowledge of Quick Books.
• Demonstrated experience with accounts payable, accounts receivable, billing, payroll, and bank reconciliations.
• Advanced organizational skills and exceptional attention to detail.
• Ability to manage multiple deadlines without losing track of critical obligations.
• Strong written and verbal communication skills.
• High level of discretion when handling payroll, employee, customer, and financial information.
• Ability to independently identify problems, investigate discrepancies, and follow issues through resolution.
• Proficiency with Microsoft Excel, Word, Outlook, and standard office technology.
• Reliable attendance and the ability to work on-site in Santee.

• Experience supporting a growing service, technical, life-sciences, construction, or regulated company.
• Experience working with outside accountants, payroll providers, insurance brokers, lenders, and customer procurement departments.
• Familiarity with purchase orders, service billing, certificates of insurance, vendor portals, and contract administration.
• Experience supervising or coordinating other administrative employees.
• Human-resources or benefits-administration experience.

We…