Administrative & Accounting Coordinator

Administrative & Accounting Coordinator — Bespoke Homes California Employment Type: Full-Time | In-Office Location: Los Angeles, CA Reports To: Financial Controller | Director of Operations About Bespoke Homes California Bespoke Homes California is a luxury residential development company producing designer-driven homes in the $3–6M range across the Westside of Los Angeles — including Mar Vista, Venice, Brentwood, Pacific Palisades, and Santa Monica. We operate as a vertically integrated platform from acquisition through design, construction, and sale, backed by a fund and private capital. We are a fast-growing company built around a small nucleus of high-achieving, experienced professionals. We work with a wide range of people — contractors, designers, buyers, investors, and city officials — and we take that work seriously. At the same time, we are a tight-knit team that genuinely enjoys what we do and the people we do it with. Quality work and good people are equally non-negotiable here. About the Role This is a fully in-office position for someone who is wired for detail, thrives on checklists, and takes genuine satisfaction in keeping things organized and accounted for. You will be responsible for tracking, ordering, and accounting for materials and vendor activity across active development projects, while supporting the financial and administrative functions that keep the company running cleanly behind the scenes. This is not a strategic role and it is not a field role. The person who thrives here is not looking to be managed — they are looking to own their lane, keep everything accounted for, and make the people around them better at their jobs. If you show up organized, stay ahead of the details, and take satisfaction in a job done cleanly and completely, you will fit in well here. What You Will Own: Procurement & Material Coordination Place and track orders for project materials including windows, doors, hardware, plumbing fixtures, lighting, appliances, and related items as directed Maintain accurate records of all orders — what was ordered, when, from whom, expected delivery, and cost Coordinate delivery scheduling with the project team and flag any delays or discrepancies Track overages, manage returns, and maintain inventory of materials in storage Receive, organize, and code invoices to the correct project and GL account as directed by the Controller Prepare payment runs for Controller approval and ensure all vendor communications and outstanding items are followed through to completion Track project expenses by job cost category to support lender draw submittals Collect, scan, and file all receipts, bills, and financial documents in real time — nothing sits unprocessed Match receipts to credit card transactions to assist with monthly reconciliation Collect W-9s, insurance certificates, and banking info for new vendors and set them up in the accounting system Maintain running project cost logs and proactively flag overages to the appropriate team members Assist with insurance renewals, property tax deadline tracking, and banking administration Document & File Management Maintain full organization and working knowledge of G-Drive across all projects and company folders Organize all project documentation including permits, plans, soils reports, and inspection records into proper file structures with a dedicated FINAL docs folder Uphold document standards company-wide and ensure nothing is misfiled or missing Print, pick up, and deliver plans and documents as needed Administrative & Office Support Maintain calendars for senior team members and add all deadlines and reminders proactively Take detailed, accurate notes in all GC, internal, and company meetings and track all action items through completion — full presence required, no multitasking Assist in scheduling meetings with inspectors, surveyors, and vendors Manage utility setup, cancellation, and transfer documentation as directed Route legal correspondence, contracts, and LLC documentation to the appropriate team members Handle and route all inbound inquiries from the Bespoke website and main line Keep the office organized, stocked, and presentable at all times Handle miscellaneous errands, package handling, and mail pickup/delivery Who You Are: Experience & Skills 2–4 years of administrative, procurement, or office coordination experience Accounts payable experience required — invoice coding, payment runs, and vendor management are day-one responsibilities Experience tracking orders, managing inventory, or coordinating materials strongly preferred Proficient in Google Workspace (Drive, Docs, Sheets, Calendar) and Microsoft 365 Strong Excel skills required — comfortable building and maintaining tracking logs, cost sheets, and order records Experience with QuickBooks or similar accounting software strongly preferred Experience in real estate, construction, or development is a plus How You Work Detail-obsessed — you catch what others miss and you care that it's right Checklist-driven — you have a system for everything and you maintain it Proactive, not reactive — you follow up, flag issues, and act before being asked Discreet and professional when handling sensitive financial and business information Able to manage multiple open items simultaneously without losing track of anything Someone who takes full ownership and follows through without being chased Compensation & Growth #J-18808-Ljbffr Bespoke Homes California