Office Administrator

AVALON; Oxnard (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Paid Time Off (PTO)

Paid Holidays

Job summary

A logistics company is seeking a proactive Business Operations Coordinator to manage financial records and support the leadership team in Oxnard, California. This full-time role demands strong organizational skills and at least 5 years of operations or bookkeeping experience. Knowledge of QuickBooks is required, and the candidate must have excellent communication skills. The position offers paid time off and holidays, with a salary based on experience.

Qualifications

• Strong proficiency in accounting software (QuickBooks preferred).
• Excellent written and verbal communication skills.
• Ability to work independently and in a team.
• Solid organizational and time-management skills.
• Excellent written and verbal communication skills.
• Integrity and professionalism handling confidential information.

Responsibilities

• Provide and maintain accurate financial records.
• Process and review financial transactions.
• Manage accounts payable function.
• Reconcile vendor statements, resolve discrepancies, and manage vendor communications.
• Work with COO, CPA and consultants to fulfill fiscal obligations.
• Monitor operational KPIs and report data and trends to management.
• Support cross-departmental workflows and maintain compliance with policies.
• Travel as required and support additional projects.

Skills

Detail-oriented

Organizational skills

Communication skills

Analytical mindset

Multitasking

Education

Associate degree and/or Office Management experience

5+ years in operations/bookkeeping

Tools

QuickBooks

Excel

Job description

We are seeking a proactive, detail-oriented, and highly organized individual to join the team. The Business Operations Coordinator plays a key role in ensuring the smooth execution of administrative and operational activities in our North American, Oxnard office. This position combines hands‑on administrative execution with cross‑departmental coordination, providing support to the leadership team in managing processes and reports. We are looking for a trustworthy and motivated individual who helps streamline business processes and improve overall efficiency.

Responsibilities

• Provide and maintain accurate and up-to-date financial records, including accounts payable, general ledger entries, and bank reconciliations.
• Enter data into the accounting system and ensure the integrity of financial information.
• Process and review financial transactions, such as invoices, bills, payments, expense reports, and purchase orders.
• Verify accuracy and completeness of supporting documentation.
• Ensure timely and accurate recording of transactions in compliance with policies.
• Cooperate with the Leone headquarters financial department to ensure smooth intercompany operations.
• Manage the accounts payable function, including vendor invoice processing, payment preparation, and vendor communication.
• Reconcile vendor statements, resolve discrepancies, and follow up on outstanding issues.
• Maintain vendor records and update payment terms as necessary.
• Issue proforma invoices and bill credit to vendors for defective products.
• Work closely with the COO, CPA and external consultants to fulfill fiscal obligations.
• Conduct research and gather data to support decision‑making processes.
• Act as a liaison between COO and third parties (e.g., insurance, health insurance, government agencies, building association).
• Provide administrative support on requirements as requested.
• Ensure compliance with legal, regulatory, and ethical standards.
• Provide administrative support to executives and other team members.
• Monitor and track operational KPIs, report key data and trends to management.
• Facilitate internal workflows and optimize process improvements in collaboration with operations team.
• Handle confidential information with discretion.
• Travel as required and participate in additional projects as needed.

Qualifications

• Associate degree and/or Office Management experience.
• 5+ years of experience in operations and/or bookkeeping in a related field.
• Strong proficiency in accounting software (QuickBooks preferred).
• Solid organizational and time‑management skills, with ability to multitask.
• Excellent written and verbal communication skills.
• Analytical mindset with a problem‑solving attitude.
• Ability to work independently and in a team within a dynamic environment.
• Integrity and professionalism handling confidential information.
• Bilingual (English/Italian) a plus; Spanish also valuable.

Ideal Attributes

• Quick‑thinking, perceptive; synthesizes complex information.
• Polished & professional.
• Operationally fluent: understand systems, inefficiencies, scalable solutions.
• Self‑directed & disciplined; manages work like an executive.
• Confidential & trusted, handles sensitive matters.
• Highly flexible; available for accounting and other related issues.
• Full‑time; shift starts 7:30 AM; occasional early responsiveness for critical deadlines.
• Must be near company site; travel locally and regionally; driver’s license required.
• Salary commensurate with experience.
• Paid Time Off (PTO) and Paid Holidays as per internal regulations.

Reports To

Chief Operating Officer (COO)

Seniority Level

• Associate

Employment Type

• Full‑time

Job Function

• Administrative, Accounting/Auditing, and Finance

Industries

• Transportation, Logistics, Supply Chain and Storage, Warehousing and Storage, Manufacturing

Qualified and interested candidates are urged to apply.