Office Manager

GL Technologies LLC (Formerly Calibration Consultants); San Diego (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

On-site role in San Diego

Management team opportunity

Benefits discussed during interview

Job summary

GL Technologies LLC (Formerly Calibration Consultants) is seeking an experienced Office Manager to own day-to-day administrative and financial operations. This full-time, on-site role in San Diego requires managing payroll, billing, accounts payable/receivable, and HR-related tasks with ownership and cross-team collaboration.

The ideal candidate has 5+ years in office management or accounting support, strong QuickBooks and MS Office skills, and a proactive, detail-oriented mindset.

Qualifications

• At least five years of office-management, bookkeeping, accounting-support, or business-administration experience.
• Strong working knowledge of QuickBooks.
• Demonstrated experience with accounts payable, accounts receivable, billing, payroll, and bank reconciliations.
• Advanced organizational skills and exceptional attention to detail.
• Ability to manage multiple deadlines without losing track of critical obligations.
• Strong written and verbal communication skills.
• High level of discretion when handling payroll, employee, customer, and financial information.
• Ability to independently identify problems, investigate discrepancies, and follow issues through resolution.
• Proficiency with Microsoft Excel, Word, Outlook, and standard office technology.
• Reliable attendance and the ability to work on-site in San Diego, CA.

Responsibilities

• Manage the company’s daily administrative and office operations.
• Coordinate with the accountant and tax professionals to maintain records.
• Oversee accounts payable and ensure timely payments.
• Manage accounts receivable, invoicing, and aging reports.
• Coordinate customer billing and ensure invoices are issued promptly.
• Review payroll, verify hours, rates, reimbursements, deductions, and benefits.
• Reconcile bank accounts, credit cards, payroll activity, and records.
• Prepare weekly cash-flow, receivables, payables, and billing-status reports.
• Maintain master calendar of deadlines.
• Maintain employee files and assist with onboarding and benefits administration.
• Coordinate with managers to obtain timesheets and billing information.
• Maintain organized digital and physical records.
• Identify discrepancies and bring to management’s attention.
• Help develop and enforce administrative controls and procedures.
• Support ownership with special projects as needed.

Skills

Communication

Organizational skills

Multitasking

Attention to detail

Discretion

Written and verbal communication

Education

High school diploma

Business administration or related field (preferred)

Tools

QuickBooks

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Full-Time | On-Site

About GL Technologies

GL Technologies is a growing, disabled veteran-owned and ISO/IEC 17025-accredited service company supporting pharmaceutical, biotechnology, medical-device, university, and research organizations throughout California.

For more than 20 years, we have provided calibration, metrology, validation, preventive maintenance, repair, commissioning, and asset-management services to some of the world’s most respected organizations.

Our philosophy is simple: Patients First, Quality Driven.

The Position

GL Technologies is seeking an experienced, highly organized Office Manager to take ownership of the company’s day-to-day administrative and financial operations.

This is not simply a receptionist or general clerical position. The successful candidate will be a trusted member of the management team responsible for ensuring that billing, payroll, accounts payable, accounts receivable, insurance, employee records, and other critical obligations are completed accurately and on time.

The right person is proactive, detail-oriented, financially capable, and comfortable working directly with company ownership and department managers in a fast-moving service organization.

Primary Responsibilities

• Manage the company’s daily administrative and office operations.
• Maintain accurate records in QuickBooks and coordinate with the company’s accountant and tax professionals.
• Oversee accounts payable and confirm that vendors, insurance policies, loans, utilities, taxes, and other obligations are paid accurately and before their deadlines.
• Manage accounts receivable, including invoice tracking, customer follow-up, payment application, and aging reports.
• Coordinate customer billing and ensure completed work is invoiced promptly and correctly.
• Review payroll before submission and verify employee hours, pay rates, reimbursements, deductions, and benefit payments.
• Reconcile bank accounts, credit cards, payroll activity, and financial records.
• Prepare weekly cash-flow, receivables, payables, and billing-status reports for ownership.
• Maintain a master calendar of financial, insurance, licensing, certification, and contract deadlines.
• Maintain employee files and assist with onboarding, benefits administration, workers’ compensation, and other HR-related requirements.
• Coordinate with managers to obtain missing timesheets, purchase documentation, expense reports, service records, and billing information.
• Maintain organized digital and physical business records.
• Identify discrepancies, missed deadlines, duplicate transactions, unbilled work, or unusual financial activity and immediately bring them to management’s attention.
• Help develop and enforce reliable administrative controls and documented office procedures.
• Support ownership and management with special projects as needed.

Required Qualifications

• At least five years of office-management, bookkeeping, accounting-support, or business-administration experience.
• Strong working knowledge of QuickBooks.
• Demonstrated experience with accounts payable, accounts receivable, billing, payroll, and bank reconciliations.
• Advanced organizational skills and exceptional attention to detail.
• Ability to manage multiple deadlines without losing track of critical obligations.
• Strong written and verbal communication skills.
• High level of discretion when handling payroll, employee, customer, and financial information.
• Ability to independently identify problems, investigate discrepancies, and follow issues through resolution.
• Proficiency with Microsoft Excel, Word, Outlook, and standard office technology.
• Reliable attendance and the ability to work on-site in Santee.

Preferred Qualifications

• Experience supporting a growing service, technical, life-sciences, construction, or regulated company.
• Experience working with outside accountants, payroll providers, insurance brokers, lenders, and customer procurement departments.
• Familiarity with purchase orders, service billing, certificates of insurance, vendor portals, and contract administration.
• Experience supervising or coordinating other administrative employees.
• Human-resources or benefits-administration experience.

The Person We Are Looking For

We are looking for someone who takes genuine ownership of their responsibilities. You should be comfortable saying, “This does not reconcile,” “This deadline is approaching,” or “I need this information today so the invoice can be submitted.”

You will be given meaningful responsibility and direct access to company leadership. In return, we expect accuracy, honesty, follow-through, confidentiality, and timely communication. If something is unclear or appears incorrect, we expect you to raise the issue—not ignore it or assume someone else will handle it.

Compensation and Benefits

• Competitive salary based on experience
• Full-time, on-site position
• Benefits discussed during the interview process
• Opportunity to become an important member of the management team of an established and growing company

GL Technologies, LLC is an equal-opportunity employer. Qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.

Role Description

The Office Manager role is a full-time, on-site position based in San Diego, CA. This role is responsible for overseeing daily office operations, including managing administrative workflows, coordinating schedules and meetings, and maintaining organized records and documentation. The Office Manager will handle office equipment and supplies, support internal and external communications, and ensure a professional and efficient front-office environment. The role includes providing responsive customer service to clients and vendors, assisting with billing and basic reporting, and supporting leadership with special projects and office initiatives. The Office Manager will collaborate closely with team members to optimize processes, uphold compliance with company policies, and contribute to a positive, productive workplace.

Qualifications

• Candidates should possess strong Communication and Customer Service skills to interact effectively with staff, clients, and vendors.
• Candidates should possess Office Administration and Administrative Assistance skills to manage schedules, records, and general office workflows.
• Candidates should possess proficiency with Office Equipment and standard office software tools to support daily operations.
• Candidates should possess organizational and time management abilities, with attention to detail and capacity to prioritize multiple tasks.
• Relevant experience in an office management or administrative leadership role, preferably in a technical, laboratory, or professional services environment.
• Ability to work on-site in San Diego, CA, collaborate with cross-functional teams, and adapt to evolving business needs.
• High school diploma or equivalent required; additional education in business administration or related fields is beneficial.