Accounting & Office Administration Manager

Aedis Architects; San Jose (CA); On-site; USD 85,000 - 115,000; Full time

Benefits offered by this job

Competitive salary

Bonus opportunity

Medical, dental, and vision benefits

Life insurance, disability coverage

401(k) retirement plan and profit‑shar

Wellness and professional development

Career growth opportunities

Job summary

Aedis Architects is seeking an experienced Accounting & Office Administration Manager to lead day-to-day accounting, payroll coordination, and broad office administration across California. The role partners with principals and senior staff to ensure accurate, timely financial and administrative processes while safeguarding confidential information.

The position emphasizes expertise in Deltek Ajera, payroll coordination, and comprehensive office operations, including benefits administration and

Qualifications

• 5+ years in bookkeeping, accounting or admin roles.
• Proficiency with Deltek Ajera and month/year-end processes.
• Experience with accounts payable/receivable, banking, reconciliations, payroll.
• Proficient with MS Office and financial platforms.
• Strong organizational, numerical and problem-solving skills.
• Discretion handling confidential information.

Responsibilities

• Manage AP/AR, vendor payments, client billing.
• Perform banking transactions and reconciliations.
• Administer company credit cards and related transactions.
• Maintain Deltek Ajera records and project numbers.
• Coordinate payroll with the payroll provider.
• Work with outside accountants and CEO/CFO on financial matters.
• Support office and benefits administration.

Skills

Attention to detail

Organizational skills

Discretion

Communication skills

Tools

Deltek Ajera

Microsoft Office

Online financial systems

Job description

Aedis Architects | San Jose Location | In Person, On Site | Full Time

Job Description

Aedis Architects is an award-winning California design firm focused on creating learning and living environments that leave a positive lasting impact on the communities we serve. With offices in San Jose, Sacramento, and a strategic initiative to expand in Southern California, we partner with educational, civic, and mission-driven clients to deliver thoughtful design, trusted service, and enduring value. We are seeking an experienced, strategic, and relationship-driven professional for the position of

Accounting & Office Administration Manager

This role partners with Aedis principals and senior staff to strengthen the firm’s business operations, supporting continued success and growth across California through accurate, efficient, timely, and well-coordinated administrative and financial processes.

We are looking for an individual who embraces the core principles that guide our firm. We value expertise, initiative, accountability, collaboration, and service. We seek team members who can create clarity from complexity, build trusted relationships, and help others succeed while advancing the long-term goals of the firm.

Job Summary

The Accounting & Office Administration Manager is responsible for the firm’s day-to-day accounting operations and a broad range of office and business administration functions.

This is a high-trust position involving access to confidential employee, financial, banking, payroll, insurance, and corporate information. The role requires sound judgment, discretion, accuracy, strong organizational skills, and the ability to manage recurring responsibilities independently.

The position also requires proficiency with accounting software, office applications, and web-based administrative systems, including the ability to research information, troubleshoot issues, and learn to operate software platforms.

Minimum Qualifications

• 5+ years of progressively responsible experience in bookkeeping, accounting administration, office administration, or related role.
• Demonstrated proficiency with Deltek Ajera, including accounting entries, adjustments, project setup, and month-end/year-end procedures.
• Practical experience with accounts payable, accounts receivable, banking, reconciliations, credit card administration, and payroll.
• Experience performing or substantially supporting month-end and year-end accounting close procedures.
• Proficiency with Microsoft Office or equivalent software, financial platforms, and online administrative systems.
• Strong organizational, numerical, recordkeeping, and problem-solving skills, with attention to detail and deadlines.
• Ability to research information, resolve routine administrative issues, and learn new software independently.
• Professional communication skills and the ability to work effectively with employees, vendors, accountants, financial institutions, and service providers.
• Demonstrated discretion in handling confidential personal, employee, and corporate information.

Preferred Qualifications

• Experience in an architecture, engineering, construction, or other professional-services firm.
• Experience with project-based accounting and job-costing environments, payables, receivables, ACH practices, client and vendor relationships.
• Experience coordinating with outside CPA/accounting firms.
• Experience administering employee benefits, insurance, 401(k), and payroll-provider relationships.

Primary Responsibilities

• Manage accounts payable and accounts receivable, including vendor payments and customer billing.
• Perform banking transactions, including deposits, payments, transfers, check writing, and reconciliations.
• Administer company credit cards and reconcile related transactions.
• Maintain Deltek Ajera accounting records, including entries, corrections, adjustments, and account information.
• Establish new project/job numbers and maintain related information in Ajera.
• Perform month-end and year-end accounting close procedures.
• Coordinate payroll administration with the firm’s payroll provider.
• Work with the outside accountant and CEO/CFO on accounting matters, reporting, and financial administration.

Employee & Benefits Administration

• Maintain employee demographic, personnel, and administrative records.
• Coordinate new employee orientation, onboarding paperwork, and related administrative processes.
• Maintain employee vacation and PTO calendars.
• Provide administrative support for the firm’s 401(k) plan and coordinate with plan providers.
• Administer company and employee insurance records, documentation, and related processes.
• Coordinate with payroll, benefits, and insurance providers as needed.

Office & Business Administration

• Maintain business licenses, registrations, renewals, and related compliance documentation.
• Administer vendor accounts, non-project vendor contracts, and service provider relationships.
• Coordinate office equipment maintenance, repairs, service calls, telephone plans, and related services.
• Arrange business cards and other routine company administrative materials.
• Manage incoming and outgoing mail, donation tracking, and related administrative transactions.
• Support shipping and receiving and provide backup assistance to other administrative staff as needed.
• Serve as the office floor warden and assist with related workplace safety responsibilities.

Systems, Records & Administrative Support

• Navigate and maintain information across banking, payroll, insurance, benefits, vendor, licensing, and government portals.
• Research and resolve routine administrative issues, including locating records, troubleshooting system problems, and coordinating with outside providers.
• Maintain organized, accurate, and accessible electronic and physical records.
• Protect confidential information and exercise appropriate judgment when handling sensitive business matters.
• Independently prioritize recurring duties, meet deadlines, and escrow issues when necessary.

Job Duties (Approximate Percentages)

• Accounting and Fiscal Administration - 50%
• Office & Business Administration - 30%
• Employee & Administrative Support - 20%

Professional Development & Process Improvement

• Maintain and expand proficiency in Deltek Ajera through ongoing training and independent learning.
• Continuously develop knowledge of Aedis administrative, accounting, HR, insurance, and office procedures.
• Participate in the evaluation and improvement of office systems, workflows, and administrative processes.
• Maintain current working knowledge of relevant HR, payroll, benefits, insurance, and business administration practices as they apply to Aedis policies and operations.
• Identify opportunities to improve accuracy, efficiency, consistency, and documentation of recurring administrative processes.

Key Benefits & Compensation

• Competitive salary ($85,000 to $115,000) commensurate with experience
• Performance-based bonus opportunity
• Medical, dental, and vision benefits
• Life insurance, short- and long-term disability coverage
• 401(k) retirement plan and profit-sharing opportunities
• Enrollment in Aedis Active, our wellness and professional development program
• Mentorship, continuing education, and career growth opportunities
• Opportunity to help shape the future growth of a respected California design firm