Office Administrator / bookkeeper

About the Position

We are a busy marine electrical and electronics service company in Costa Mesa looking for a dependable, highly organized Office Administrator / Bookkeeper to join our team full-time.

This is a hands-on office position responsible for helping keep the day-to-day business running smoothly. The role includes bookkeeping, invoicing, customer payments, scheduling, inventory management, and general office administration.

We are not looking for a CPA or high-level accountant. We are looking for someone who is accurate, dependable, comfortable working with numbers and customers, and good at keeping track of a lot of moving pieces.

ResponsibilitiesBookkeeping & Invoicing

• Match receipts to bank and credit-card transactions

• Categorize expenses and maintain accurate records in QuickBooks

• Create and send customer invoices

• Record and process customer payments

• Monitor outstanding invoices and follow up on past-due accounts

• Enter and organize vendor bills

• Maintain organized records of receipts, invoices, purchases, and payments

• Assist with bank and credit-card reconciliations

• Make sure purchases and materials are assigned to the appropriate customer or job

• Coordinate with management and our outside CPA as needed

Scheduling & Office Administration

• Maintain the company work schedule and calendar

• Schedule and coordinate customer service appointments

• Communicate with customers regarding scheduling, invoices, and payments

• Keep customer and job information organized and up to date

• Coordinate with technicians regarding schedules, parts, and job requirements

• Assist with general day-to-day office administration

• Help keep jobs moving and make sure important details are followed through to completion

Inventory & Parts

• Maintain accurate inventory records for parts, equipment, and commonly stocked materials

• Receive incoming parts and equipment and verify deliveries

• Track parts and equipment used on customer jobs

• Keep shop inventory organized and properly labeled

• Monitor stock levels and identify items that need to be reordered

• Assist with ordering parts, equipment, and materials

• Track unused materials returned from completed jobs

• Manage vendor returns and warranty items

• Perform periodic physical inventory counts and resolve discrepancies

• Coordinate with technicians to make sure parts taken from inventory are properly recorded

What We're Looking For

• Previous bookkeeping, office administration, office management, or similar experience

• QuickBooks experience strongly preferred

• Strong organizational skills and attention to detail

• Comfortable working with invoices, receipts, payments, and inventory

• Good communication and customer-service skills

• Comfortable communicating with customers by phone, email, and text

• Comfortable using computers, email, calendars, and basic office software

• Able to learn new software and systems

• Able to work independently and manage multiple priorities

• Reliable, consistent, and able to follow through on tasks

• Experience with a service, construction, electrical, automotive, HVAC, plumbing, marine, or similar trade business is a plus

An accounting degree is not required. Experience keeping a busy service business organized is more important to us.

Schedule

Monday–Friday | Full-Time | In-Office in Costa Mesa, CA

This is not a remote position.

Compensation

$24–$28 per hour, depending on experience.

About Us

We are an established marine electrical and electronics service company serving boats and yachts throughout Orange County.

Our work includes marine electrical systems, electronics, batteries and charging systems, inverters, generators, audio systems, troubleshooting, repairs, installations, and larger vessel refits.

We have multiple jobs and technicians working at different locations, along with a steady flow of parts, equipment, purchases, invoices, and customer payments. We need someone who can keep the administrative side of the business organized and become a reliable, long-term part of our team.

The right person for this position enjoys organization, takes pride in accuracy, follows through, and is comfortable keeping track of a lot of details at once.

Pay: $24.00 - $28.00 per hour

Expected hours: 40.0 per week

Work Location: In person