Office Manager

QUICK USA, Inc.; West Hollywood (CA); On-site; USD 90,000 - 108,000; Full time

Job summary

QUICK USA, Inc. is seeking an organized Office Manager to handle day-to-day accounting and back-office operations in West Hollywood. You will maintain financial records in QuickBooks and support monthly and quarterly close processes while coordinating with external partners.

The role also covers HR administration, payroll coordination, office operations, and license management. You will work with HQ and external vendors, maintain confidentiality, and ensure timely deliverables in a fast-paced

Qualifications

• 5+ years of hands-on experience across accounting and back-office operations (HR/admin/compliance coordination).
• Strong practical command of QuickBooks, accounting close workflow, and reconciliation logic.
• Proven ability to run a one-person in-house back-office function with external professional support.
• Working knowledge of payroll coordination, employee handbook maintenance, and HR operations governance.
• Strong ownership, confidentiality, and deadline discipline for monthly/quarterly deliverables.
• Clear written and spoken English for cross-functional and external-firm coordination.

Responsibilities

• Own day-to-day accounting records in QuickBooks with complete supporting documentation and controls.
• Prepare monthly management reports, quarterly closing packs, and reconciliation schedules.
• Support audit and external reporting requirements by compiling requested evidence and schedules on time.
• Coordinate recruitment workflow, payroll processing, and HR administration with the outsourced HR/payroll partner.
• Maintain and update employee handbook content, policy drafts, and HR records with HQ/advisor alignment.
• Handle office administration operations, including ordering supplies, arranging contractors, and new shop preparation tasks.
• Track and renew required business licenses and permits, and maintain an up-to-date compliance calendar.
• Monitor industry/legal requirement updates and coordinate implementation actions with legal/compliance advisers.
• Act as the in-house coordination point across outsourced accounting firm, law firm, and HR firm.
• Align back-office execution with HQ advisory support and elevate material risks or decisions promptly.
• Additional support during month-end, quarter-end, and audit periods may be required.

Skills

Accounting

Payroll coordination

HR administration

Compliance coordination

English communication

Vendor coordination

Confidentiality

Tools

QuickBooks

Job description

We are seeking a highly organized and detail-oriented Office Manager to manage day-to-day accounting and back-office operations in a growing organization. This role is responsible for maintaining accurate financial records in QuickBooks, supporting monthly and quarterly closing processes, and coordinating with external accounting, HR, and legal partners to ensure compliance and operational efficiency. In addition to accounting responsibilities, the position oversees HR administration, payroll coordination, office operations, and business license management. The ideal candidate is a self-starter who can independently handle a wide range of responsibilities, communicate effectively with cross-functional teams and external vendors, and maintain strong attention to detail in a fast-paced environment.

About the Role

We are seeking a highly organized and detail-oriented Office Manager to manage day-to-day accounting and back-office operations in a growing organization.

Responsibilities

• Own day-to-day accounting records in QuickBooks with complete supporting documentation and controls.
• Prepare monthly management reports, quarterly closing packs, and reconciliation schedules.
• Support audit and external reporting requirements by compiling requested evidence and schedules on time.
• Coordinate recruitment workflow, payroll processing, and HR administration with the outsourced HR/payroll partner.
• Maintain and update employee handbook content, policy drafts, and HR records with HQ/advisor alignment.
• Handle office administration operations, including ordering supplies, arranging contractors, and new shop preparation tasks.
• Track and renew required business licenses and permits, and maintain an up-to-date compliance calendar.
• Monitor industry/legal requirement updates and coordinate implementation actions with legal/compliance advisors.
• Act as the in-house coordination point across outsourced accounting firm, law firm, and HR firm.
• Align back-office execution with HQ advisory support and elevate material risks or decisions promptly.
• Additional support during month-end, quarter-end, and audit periods may be required.

Qualifications

• 5+ years of hands-on experience across accounting and back-office operations (HR/admin/compliance coordination).
• Strong practical command of QuickBooks, accounting close workflow, and reconciliation logic.
• Proven ability to run a one-person in-house back-office function with external professional support.
• Working knowledge of payroll coordination, employee handbook maintenance, and HR operations governance.
• Strong ownership, confidentiality, and deadline discipline for monthly/quarterly deliverables.
• Clear written and spoken English for cross-functional and external-firm coordination.

Required Skills

• Strong practical command of QuickBooks, accounting close workflow, and reconciliation logic.
• Proven ability to run a one-person in-house back-office function with external professional support.
• Working knowledge of payroll coordination, employee handbook maintenance, and HR operations governance.
• Strong ownership, confidentiality, and deadline discipline for monthly/quarterly deliverables.
• Clear written and spoken English for cross-functional and external-firm coordination.

Preferred Skills

• Experience in US small-business licensing/permit administration and compliance follow-up.
• Hands-on coordination experience with outsourced CPA, legal counsel, and HR service providers.
• Experience supporting retail, luxury goods, or multi-site new-store setup operations.

Pay range and compensation package

$90K-108K

9:30am-6:30pm / On-site

Holidays

Off days : 2 days per week, with one fixed on Wednesday