Bookkeeper/Office Manager

Accounting United States


Office Manager/Operations Specialist

KAI Partners is sourcing an Bookkeeper/Office Manager role in which you will oversee the day-to-day office operations for an IT Services Company with a proven history of consulting to the San Francisco Bay Area's best companies. The role reports to the CEO and owner of the business. The role requires management and maintenance of the company's accounting, human resources, and administration functions. Key responsibilities include tracking projects, invoicing, financial reporting, payroll, and organization of company records in a paperless office environment. The ideal candidate will have a strong background in accounting and the flexibility to fill the HR and administrative roles.  

Accounting Duties

  • Pay all taxes (special, city, state, federal) 
  • Manage expense reports for executives, employees, and contractors
  • Maintain and reconcile the general ledger in an accurate, complete, and up-to-date manner
  • Prepare financial reports 
  • Report on finances to CPA and CEO
  • Bookkeeping and reconciliation of company credit card and checking account
  • Accounts Payable function including coding transactions, managing relationships with vendors, and service providers, ensuring that all items are entered in the accounting system and paid on time with accurate records filed and organized
  • Account receivable function includes preparing weekly timesheets, tracking timesheet approvals, accurate, detailed invoicing, deposits, posting payments, and revenue recognition  
  • Manage Purchase orders and track project budgets
  • Keep records organized and filed

HR Duties

  • Run Bi-weekly payroll
  • Pay contractors monthly
  • Track applicants, post job listings, prepare offer letters
  • New hire onboarding 
  • Communicate to employee's company policy changes
  • Track Paid Time Off 
  • Research compensation for roles
  • Maintain HR Records
  • Ensure company polices are complaint with government regulations

Administrative Duties

  • Oversee and support all administrative duties in the office and ensure that office is operating smoothly
  • Develop office policies and procedures, and ensure they are implemented appropriately
  • Identify opportunities for process and office management improvements and design and implement new systems
  • Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports
  • Manage customer contracts and support sales
  • Maintain Company insurance policies


  • Attention to detail to ensure tasks are completed thoroughly and correctly
  • Strong interpersonal skills to interact positively with all employees, vendors, and customers
  • Strong written and verbal communication skills to produce reports, assign tasks, accept instructions, and handle vendor and customer contracts, among other tasks
  • 5-10 years of work experience in an administrative/office management role
  • Strong organizational, task, and time management skills and ability to prioritize
  • Strong problem-solving skills and analytical abilities
  • Organization and the ability to multitask to complete a wide variety of tasks
  • Must be proficient with Microsoft Office
  • Xero Experience preferred minimum must have QuickBooks Online or similar accounting software experience

KAI Partners

KAI Partners, Inc. believes a business succeeds by the hard work of its employees. Through the imagination, experiences, knowledge, and skills of our people, we help clients engineer solutions that matter to their business and their people. We are a California-based small business providing world-class management consulting services to public and private sector clients. With proven talent and extensive experience across multiple large-scale projects, the KAI Partners team has executive-level experience in Information Systems design, development, implementation, and testing. We have extensive experience in financial program and system operations, and internal program and system audit support. The KAI Partners team has over six decades of experience working within and consulting to organizations across numerous industries, including health care, oil and gas, technology, non-profit organizations, and more. Our experience includes a 20-year history implementing the Project Management Institute’s (PMI) best practices and standards. To learn more please visit