Bookkeeping and operations coordinator | Hybrid (Davis, CA)

North Davis Project Illumination; Davis (CA); Hybrid; USD 33,000 - 47,000; Full time

Benefits offered by this job

Paid time off

Paid holidays

Training on systems

Job summary

North Davis Project Illumination in Davis, CA is seeking an operations administrator to manage the core administrative and bookkeeping tasks for a small team. You will handle vendor research, renewals, insurance, banking interactions, and maintain the corporate books in QuickBooks.

The role emphasizes proactive problem solving, calendar ownership for licenses and COIs, and maintaining organized contracts and records across the business. This is a hybrid on-site role with regular in-office days.

Qualifications

• 2+ years in operations, admin, office coordination, or bookkeeping.
• Hands-on QuickBooks: bills, AP, expense categorization, reconciliations.
• Record of figuring out next steps nobody briefed you on.
• Confidence talking to banks, government offices, and brokers.
• You build your own checklists and close loops without reminders.
• Able to be in the Davis office 2 to 3 days a week.

Responsibilities

• Take on what leadership needs solved, from vendor research to stalled admin.
• Represent the company with its bank, insurance brokers, and state agencies.
• Own the renewals calendar so licenses, COIs, and policies never lapse.
• Keep the books current in QuickBooks, from bills through month-end prep.
• Keep corporate records, contracts, and shared drives organized.

Skills

QuickBooks

Vendor research

Administrative coordination

Bank communications

Process improvement

Checklists & follow-ups

Tools

AI tools

Job description

Company Overview

Our client manages residential property in Davis, California and the surrounding area. They've been at it for over a decade, and today they look after several hundred single-family homes, condos, and apartments for individual owners.

The team is small, around five people in the Davis office. They run the full cycle for owners, from leasing and rent collection through maintenance and monthly reporting, so an owner never has to deal with a tenant or a vendor directly.

Your Role

Right now the recurring administration and the one-off problems both land on the President and the Principal Broker. This job takes them over.

Most weeks are generalist: researching a vendor, preparing an insurance renewal, a call with the commercial banker, a follow-up with a state agency, an industry conference. The steady part is the company's own books in QuickBooks and a calendar of renewals that cannot slip. These are corporate books, not tenant ledgers, and you won't be managing properties or tenants.

Six months in, nothing on the compliance calendar has lapsed and the books close on time without anyone chasing you.

You'll

• Take on what leadership needs solved, from vendor research to stalled admin

• Represent the company with its bank, insurance brokers, and state agencies

• Own the renewals calendar so licenses, COIs, and policies never lapse

• Keep the books current in QuickBooks, from bills through month-end prep

• Keep corporate records, contracts, and shared drives organized

You Bring

• 2+ years in operations, admin, office coordination, or bookkeeping

• Hands-on QuickBooks: bills, AP, expense categorization, reconciliations

• A record of figuring out next steps nobody briefed you on

• Confidence talking to banks, government offices, and brokers

• You build your own checklists and close loops without reminders

• Able to be in the Davis office 2 to 3 days a week

Bonus Points

• Corporate insurance renewals, business licenses, or compliance tracking

• Property management or real estate operations

• Comfort using AI tools day to day

What's Offered

• Full-time W-2 employee, hybrid from the Davis office, 2 to 3 days on site and the rest remote

• Monday to Friday, roughly 9:00 AM to 5:00 PM

• $24 to $34 an hour, depending on experience. Tell us what fits your background and we'll work from there

• Paid time off and paid holidays

• Training on the systems, workflows, and documentation standards

• The parts of a business most coordinator roles never touch: commercial banking, business insurance, compliance filings, and industry conferences

Interview Process

1. Short assessment: typing test and personality questionnaire
2. Screening call: your background and what you're after
3. Team interview: the day to day and how you work
4. Second team interview: the role and mutual fit

Most candidates go from first step to decision in about two to three weeks.