Accounting/Administrative Assistant & Building Mgmt. Assistant (north beach / telegraph hill)

Costa Brown Architecture, a small, design-oriented San Francisco architectural firm, is looking for a full-time Accounting/Administrative Assistant and Building Management Assistant with a positive attitude and strong communication skills. If you are highly organized, self-motivated individual interested in working at a well-established company, we want you on our team. As the sole administrator in the office, you’ll be responsible for the following key tasks: Administrative: • Typical tasks such as answering the phone, maintaining office supplies, ordering prints & scans of architectural drawings, and assisting staff members. • Human resource duties for employees, setting them up for payroll, health benefits, and CalSavers; setting up new e-mails; keeping track of sick & vacation days, etc. • Collect hours and report payroll to Paychex twice a month. • For projects: • Prepare draft proposals for new projects for Principal’s review and comments. • Track hours billed and contract amount remaining for certain projects for Principal’s review. • Track permits being processed for permit approval. • Research permit processing for various jurisdictions and assist in filling in required forms for city agencies. • Track new & retired office equipment for annual San Francisco Business Property Statement. • File other required annual forms, e.g., San Francisco Business Registration, Secretary of State Statement of Information, etc. • Keep a list of corporate events through the year to include in the annual preparation of corporate meeting minutes. • Provide insurance brokers for professional liability, general liability, and workers’ compensation with the information they need to obtain policy renewals. Accounting: • Maintain the Quickbooks accounting system with accounts payables; accounts receivables; new employees, vendors, clients and projects, etc. • Collect and enter employee timesheets into Quickbooks timesheets. • Once a month generate draft monthly invoices for clients, collect employee comments to add to the invoices, finalize invoices with Principal’s modifications, and e-mail to clients by the end of the month. • Prepare and make deposits at Wells Fargo. • E-mail statements to clients with past due invoices. • At year-end, coordinate with the firm’s accountant, providing necessary reports for them to create 1099s and the tax return. Building Management Assistance - One of the Principals owns the building in which Costa Brown Architecture’s office resides. Therefore, your responsibilities will include building management assistance: • Respond to tenant’s e-mails and coordinate their requests/issues with service providers, e.g., janitor, plumber, handyman, etc. • Notify tenants of scheduled disturbances, inspections, etc. • Modify office lease template to prepare draft leases and lease amendments, as well as storage unit rental agreements. • Activate and deactivate key fobs for tenants. • Coordinate with the building’s accountant to carefully review tenant rent invoices, accounts payable reports, monthly janitorial and utility spreadsheets, and annual CAM reconciliation letters. • Maintain parking tax income spreadsheet for San Francisco’s annual parking tax statement. • Submit San Francisco Environment’s annual benchmark report online. • Prepare and submit annual San Francisco business tax returns online. • Review security video for parking violations, building alarms, break-ins, etc. • Be on-call 24/7 for Bay Alarm calls regarding building alarms. • Adjust the building alarm schedule for tenants who need to move in on weekends. Qualifications: • Minimum 5 years of experience • Excellent written and verbal communication skills • Strong organizational skills and attention to detail • Must demonstrate integrity and the ability to handle confidential documents with the utmost discretion How to Apply: If you are an independent, energetic, personable candidate who enjoys variety in a small office environment, please send us your resume with a cover letter.