Office Manager Bookkeeper

Charlap Hyman & Herrero; California (MO); On-site; USD 65,000 - 85,000; Full time

Job summary

Charlap Hyman & Herrero is seeking an organized office manager / bookkeeper for their Los Angeles office to support architectural and interiors projects.

You will handle bookkeeping, payroll, vendor management, and office operations using BQE Core, ADP, G Suite, Excel, and other tools.

This role offers growth potential in a dynamic design practice in LA.

Qualifications

• Proven bookkeeping and payroll experience.
• Strong organizational and tech-savvy skills.
• Experience with architecture/design firms is a plus.

Responsibilities

• Maintain financial records and monthly close processes.
• Prepare invoices, track payments, and manage vendor bills.
• Oversee payroll using ADP and HR-related tasks.
• Organize office operations, events, and database maintenance.
• Support marketing, IT onboarding, and CRM (Streak) usage.

Skills

Office management

Bookkeeping

Payroll coordination

Vendor management

Administrative support

Tools

BQE Core

ADP

G Suite

Microsoft Word

Microsoft Excel

Adobe Acrobat

Adobe InDesign

Wrike

Airtable

Streak

Dashlane

Job description

Job Description

CHH is looking for a highly organized, detail-oriented, tech-savvy, office manager / bookkeeper for their Los Angeles office. This position has tremendous growth potential for the right candidate that wants to get in on the ground floor of a growing company continually striving for excellence in all facets of the architecture, interiors, and design world.

CHH's principals have been featured in Forbes Magazine's "30 Under 30" in its 2018 category for art and style, and the firm ranks among Architectural Digest's "AD100," PIN-UP Magazine's "New Power Generation," and AN Interior's "Top 50." CHH was selected to participate in the 2017 Chicago Architecture Biennial and won the annual competition hosted by the Miami Design District to design innovative holiday decorations for the neighborhood. In 2020, CHH was the recipient of the AIA Los Angeles Emerging Practice Award, the highest honor the organization bestows on an emerging architecture firm for consistently producing innovative work. CHH has collaborated on lines of fabrics, rugs, wallpapers, and other products with top furnishings companies and continues to expand their range.

Your Role:

• Ensure a smooth operation of all supporting roles to the architectural / interiors process

Your Responsibilities:

Bookkeeping / Financial:

Client Facing

• Prepare client agreements for approval by Principal
• Attain client signatures and field any potential questions
• Prepare invoices for approval by Principal
• Send invoices to clients and field any potential questions
• Receive client payments

Project Specific

• Input, track and pay vendor bills
• Input, and track project expenses

General

• Input, track and pay vendor bills
• General bookkeeping
• Pay quarterly tax payments and properly track them
• Prepare monthly financial health reports for Principal to analyze
• Monthly reconciliation of accounts
• Continually optimize all bookkeeping and financial operations utilizing the latest software, technology and resources

Payroll

• Audit timesheets for office standards compliance
• Audit staff PTO

Physical Office:

• Maintain supply inventory and organization
• Continually optimize workflows within the office and make recommendations to Principal

Events:

• Social planning, continuously express appreciation for our team through small social events for birthdays, holidays, exhibition openings, etc.
• Client relations and outreach

Marketing / Database Maintenance:

• Input, track and maintain office contacts database, project database and digital assets
• Input, track and maintain and client leads and sales pipelines
• Input, track and maintain website and press database
• Prepare award submittals

Business Development:

• Input, track and maintain potential employee hiring pipelines
• Maintaining operations handbook

HR Tasks:

• Onboarding of new employees
• Assist Principal in preparing for semi-annual employee performance reviews
• Assist Principal in preparing for annual employee salary reviews
• Maintaining company handbook

Management:

• Travel and expense coordination for employees
• Scheduling and strategy coordination with Principal

IT:

• Onboard employees onto various software platforms

Software Used:

• BQE Core (Accounting / Bookkeeping / Billing)
• ADP (Payroll / HR)
• G Suite (Email/Documents)
• Microsoft Word (Agreements)
• Microsoft Excel (Financial Reporting)
• Adobe Acrobat (Agreements)
• Adobe InDesign (Award Submittals)
• Wrike (Project Management)
• Airtable (Database)
• Streak (CRM)
• Dashlane (Password Management)

Company Description

Charlap Hyman & Herrero is a Los Angeles / New York-based architecture and design firm that takes a fully integrated approach to conceptualizing and executing spaces in their totality. Principals Adam Charlap Hyman and Andre Herrero, whose backgrounds are in interior design and architecture, lead a practice that considers all aspects of the built environment, from site plan to furniture. Working in various ty