Business Operations Coordinator / Bookkeeper

Alotten; Austin (TX); On-site; USD 60,000 - 70,000; Full time

Job summary

Karst Companies in Austin, TX is seeking a detail-oriented Office Administrator to support day-to-day operations in a small, newly remodeled South Austin office. The role combines office management, bookkeeping, and coordination for properties and entities, with four days per week on site.

Responsibilities include maintaining QuickBooks across three entities, handling bill pay and banking, calendar management, travel logistics, notary services, and preparing expense reports.

Qualifications

• Experience managing day-to-day office operations and bookkeeping.
• Ability to communicate with a wide variety of people in-person, over the phone, or over email.
• Notary or willingness to become a notary.

Responsibilities

• Support day-to-day operations of the south Austin office.
• Keep the office organized for a small team of onsite employees.
• Coordinate property maintenance and scheduling across entities.
• Set up office systems and processes as the space comes online.
• Maintain QuickBooks across three entities; manage bill pay and banking.
• Create and maintain a centralized document hub for key documents.
• Track vehicle/trailer/boat registrations and insurance lines.
• Reconcile bank accounts and expenses monthly across entities.
• Manage calendars for properties and executives; coordinate travel and logistics.
• Prepare and reconcile expense reports; provide notary services.

Skills

Notary

Communication

Organizational skills

Onsite work

Office coordination

Tools

QuickBooks

Job description

Alotten is assisting Karst Companies in hiring for a new position. We are seeking someone who will work in-person 4 days a week in their south Austin office, a newly remodeled small and informal environment. The role consists of day to day operations of a small office that includes office management, bill pay, recordkeeping, and coordination for related properties and entities.

What You’ll Do

Property and Facilities Coordination

• Support day to day operations of the south Austin office
• Keep the office organized and running for a small team of up to 3-4 onsite employees
• Coordinate and maintain seasonal property preparation and maintenance logs as well as schedule and pay maintenance across properties that fall outside the operating companies
• Set up office systems and processes as the space comes online

Bookkeeping

• Maintain QuickBooks across three entities
• Manage bill pay, checks, and electronic payments across multiple accounts
• Create and maintain a document hub, functioning as a central, organized filing of key documents across entities (tax, estate, insurance)
• Track vehicle / trailer / boat registrations
• Track and maintain insurance lines for vehicles
• Reconcile bank accounts and expenses monthly across entities

Personal / Executive Assistance

• Manage property calendars and office calendars.
• Maintain calendars for sporting and entertainment tickets for the companies, sending out tickets as needed and similar tasks
• Coordinate executive travel and logistics
• Prepare and reconcile expense reports
• Provide notary services for executives
• Create DocuSign packets
• Draft slides, meeting notes and documents

What You Bring

• Positive, can-do attitude and comfort with building organizational systems
• Comfortable with establishing priorities based on company and scheduling demands
• Previous experience with QuickBooks or similar accounting software
• Ability to communicate with a wide variety of people in-person, over the phone, or over email
• Notary or ability to become a notary
• Willingness to work onsite at the south Austin office at least 4 days a week
• Comfortable working around dogs
• Onsite presence at properties outside of the south Austin office is not routine, but may be required on occasion

This is a full-time, hourly position where the salary will be commensurate with experience, with an anticipated range of $60,000-70,000 annually.