Accounting and Administration Manager

Opening Date: 
May 31, 2017
Positions & Compensation: 
Accounting and Administration Manager
Santa Ana, CA
Full Time Position Available
Close Date: 
Open until filled

Company Description:               

Padilla & Associates, Inc. is a multi-disciplined, management-consulting firm specializing in the design, development and implementation of Labor Compliance, Project Labor Agreements (PLA) and various civil-rights programs.  We are currently seeking a full-time a Manager level accounting and HR professional who is dynamic, confident, organized, and demonstrates strong common sense for our Santa Ana headquarters. This position will oversee invoicing/accounting, human resources, payroll, facility management and other office operations. The successful applicant will work closely with the firm President to ensure efficient operation of this growing organization.

The Manager of Accounting & Administration will be responsible developing and maintaining accounting principles, practices and procedures to ensure accurate and timely financial statements. This critical position will have oversight responsibility for all aspects of accounting and human resources. This position will develop, establish, document and enforce proper accounting methods, procedures, and policies. The Manager of Accounting & Administration will develop a consistent and efficient month-end close processes that ensures the timely dissemination of accurate monthly results.

The position will require the selected individual to become a subject matter expert (SME) in several complex accounting areas through on the job feedback, performance evaluations and mentoring. 


Reports To: This position reports directly to the firm President. 


Job Responsibilities:                                                               


Bookkeeping / Accounting

  • Manages the Accounts Receivable process ensuring invoices are processed/delivered and paid in a timely manner with appropriate supporting documentation.
  • Reviews all vendor invoices, approve or reject, and pay invoices * Records sales accruals.
  • Reconciles work performed with work invoiced on a monthly basis.
  • Reconciles and processes staff travel reimbursements
  • Prepares monthly Financial Statements for review by firm President.
  • Manages the creation and administration of company budgets, alerts project managers as necessary when necessary.
  • Manages the company books using QuickBooks.
  • Assists firm President with year-end closing processes.
  • Performs other bookkeeping functions as required or requested.
  • Bank/Credit Card Reconciliation
  • Labor Analysis
  • Budgeting & Forecasting
  • Actual to Budget Analysis
  • G/L Account Analysis
  • Assist with monthly, quarterly and annual financial reporting.


Human Resource Administration/Team Building Facilitator

  • Manages HR functions for the company in conjunction with the support of a designated HR vendor.
  • Manages the hiring process including posting jobs, working with recruiters, reviewing applications, arranging interviews, paperwork processing, pre-employee checks, drug testing, and   on-boarding.
  • Creates and maintains personnel files, forms and reports including PTO requests.
  • Coordinates and manages documentation of staff Performance Objectives, Quarterly and Annual Reviews, and other elements of the company’s Performance Management System.
  • Works with firm President in the annual review and evaluation of insurance programs.
  • Works with firm President in the review of the Employee Handbook.
  • Manages when necessary, the employee grievance process, as well as any disciplinary and termination processes.
  • Insures that the company complies with all required employment notifications and employment laws.
  • Performs other duties as required in administrating the Human Resources function.

Payroll Administration

  • Administers the payroll system and processes payroll including creating and maintaining employee records in the payroll and timekeeping systems, accounting for sick and vacation pay.


Facility Management

  • Maintains relationships and work with firm President as liaison with property manager in regard to HVAC, maintenance, janitorial, construction, moving, drills, and security items.
  • Manages and coordinates office layout including furniture procurement and installation.
  • Manages security items including maintaining office keys.
  • Develops systems for tracking supplies and identifying inventory levels.
  • Coordinates general administrative activities for the office including reviewing, renewing, and recommending changes in contracts with existing vendors and office product suppliers.
  • Maintain inventory and place orders for office supplies (general supplies, business cards, stationery, envelopes, etc.).
  • Coordinates all travel requirements of Executive Staff.
  • Verifies office facilities are maintained in a clean, orderly, and safe manner.
  • Performs other functions as requested in the management of the office environment.


General Management Assistance

  • Designs and implements office policies by establishing standards and procedures, measuring results, and making necessary adjustments.
  • Completes operational requirements by scheduling and assigning staff, and following up on work results.
  • Monitors, influences, and maintains positive staff and office culture.
  • Verifies office facilities are maintained in a clean, orderly, and safe manner.
  • Manages executive and company meetings including agendas, takeaways, and minutes.
  • Responds to various queries from managers, employees, and from government agencies.
  • Coordinates and participate in special projects and events as needed.
  • Organizes travel arrangements including flight, car, and related travel plans.
  • Establishes and maintains highly confidential corporate files and records.
  • Performs other functions as requested in the management of the office environment.
  • Minimum Qualifications:

Bachelor’s degree required, in accounting or like major preferred.

  • 3 – 5 year of overall experience.
  • Public Accounting experience preferred.
  • Operations experience necessary.
  • CPA designation a plus.
  • Ability to communicate effectively (orally and in writing).
  • Ability to coordinate tasks and problem solve
  • Attention to detail, thoroughness, and time management organization skills.
  • Strong leadership skills with the ability to act and operate independently with minimal daily direction from manager to accomplish objectives.
  • Must be proficient in Microsoft Office (Outlook, Work, Excel, PowerPoint), Adobe Acrobat and QuickBooks. Heavy use of spreadsheets.
  • Demonstrating clear and concise writing, and verbal skills to communicate complex issues in simple terms to clients and team members.
  • Knowledge of general accounting procedures.
  • Given the environment of our field, the ability to adapt to unexpected changes to timelines, deadlines, and the scope of work is a must.
  • Strong organizational skills including well developed time management skills.
  • Ability to interact with customers and employees in a professional and courteous manner.
  • Excellent human relations and oral/written communication skills.
  • Excellent attention to detail.
  • Flexible and able to work under pressure in a fast-paced environment.
  • Ability to work within deadlines and produce accurate work.
  • Positive attitude and ability to work independently and in a team environment.
  • Responding to client needs and balancing the competing priorities with minimal client disruptions, while maintaining project progress.
  • Working knowledge of federal and state laws related to personnel
  • Successfully manage assigned projects demonstrated by timely completion of quality deliverables within budget. Project management skills include resource scheduling, leading client     Status update meetings, communicating budget to actual progress, and resolving timeline delays through proactive client communication. 


Benefits & Compensation:

  • Salary commensurate with experience * * Position offers 401K and healthcare benefits, inclusive of medical, dental and vision benefits. Paid vacation
  • Alternative work schedule available. Monday-Thursday 7:30 to 5:30, Friday 7:30 to 11:30 AM


Submit Resumes to:

Antonio F. Dupre Sr., P.M.P., C.C.M., R.E.
Senior Project Manager