Office Manager - HR, Payroll & Client Invoicing

Job Description

Job Description

Office Manager — HR, Payroll & Client Invoicing

GCC & Associates LLC  ·  Irvine, California

Employment type:  Full-time, Salaried Exempt

Travel:  None

GCC & Associates is looking for an Office Manager who wants to be the operational center of a small, close-knit consulting firm — not one seat in a large back office.

You will own how this company runs day to day: payroll and benefits, client invoicing, HR and compliance, and the coordination that keeps our principals and project teams moving. It’s a role with real range and real visibility. You’ll work directly with the founder, you’ll see how the whole business fits together, and your judgment will shape how we operate as we grow.

We’re a Service-Disabled Veteran-Owned firm that helps deliver large, complicated construction and infrastructure projects around the world — US Embassies and Consulates, airports, ports, hospitals, federal facilities, even an observatory. Our mission is about getting skilled people and demanding stakeholders pulling in the same direction. We run our own office the same way.

Our schedule: Monday through Thursday, nine hours a day at our Irvine office — and Fridays are remote, four hours, done by lunch. Every weekend starts early. It’s a full-time schedule that gives you back real personal and family time, and it’s one of the things our team values most.

•    Payroll & benefits — Run payroll end to end and administer employee benefits and our 401(k).

•    Client invoicing & AP — Prepare and issue client invoices, track receivables, and manage accounts payable.

•    HR & compliance — Handle onboarding and offboarding, keep us compliant with multi-state labor law, maintain the employee handbook, and coordinate with outside counsel when issues come up.

•    Business operations — Maintain certificates of insurance and company certifications, and keep our records audit-ready.

•    Executive support — Coordinate meetings, travel, and calendars for our principals, and help assemble proposals and client deliverables — schedules, spreadsheets, progress reports.

Requirements

Use this list to see whether you’re a fit. If you meet these, we’d like to hear from you.

•    Bachelor’s degree in anything – We want to know you know how to commit to a hard-won goal

•    5+ years of professional experience with advanced Microsoft Word, Excel, and PowerPoint skills – Excel is the tool you’ll need to be comfortable with – we want to know that you can use this tool

•    Hands-on experience with proposals – contracts – invoicing - and payroll – My name is on each of these in the process and this is how money flows and pays our employees and their important families - I want you to own this process like your life depends on it, because our team’s financial lives actually do

•    Comfort supporting an executive team on proposals and deliverables, including schedules, spreadsheets, and progress metrics – Have a backbone and support the executives as we fly around the world focused on our great clients

•    Strong written and verbal communication skills, excellent interpersonal instincts, and a genuine interest in working with people – you will be the heart of the company and your ability to articulate your role as as important as your ability to actually perform

•    Proactive and self-directed — you spot what needs doing and handle it

•    Steve Jobs famously explained, "It doesn't make sense to hire smart people and tell them what to do; we hire smart people so they can tell us what to do."  - We hire YOU, and you tell US what needs to be done

•    Authorized to work in the United States without current or future visa sponsorship

None of these are required. They’re just a head start.

•    Military service — our mission matters to us, and it I trust it matters to you - I drove warships across oceans for 22 years and if you raised your right hand like I did, then you are ok with me

•    Experience with QuickBooks Online, ADP, QuickBooks Time (TSheets), or Adobe Acrobat DC – If you don’t know these we will train you but you’re going to have to watch a ton of YouTube videos to get up to speed quickly and confidently

•    Familiarity with engineering, design, construction, or infrastructure projects – not a dealbreaker, but you’ll need to learn the lingo

•    Collaboration tools — Zoom, Microsoft Teams, WebEx, SurveyMonkey, Poll Everywhere – If you survived the global pandemic anywhere but under a rock this should not be an issue

•    2+ years in a customer-facing or client service role – have a phone voice and demeanor that puts people at ease.

This is an in-office role in Irvine, California, Monday through Thursday, with remote half-days on Fridays. The position requires the ability to work in a standard office environment, occasionally lift up to 20 pounds, and perform routine hand manipulation such as grasping and fine motor tasks. Reasonable accommodations will be made for qualified individuals with disabilities.

GCC & Associates LLC is a Service-Disabled Veteran-Owned Small Business providing Project Management, Construction Management, Project Controls, Facilitated Partnering (IPI certified), and Executive Alignment services. We support creative and technical teams delivering large projects with complex stakeholder relationships, and we use innovative strategies to build high-performing teams across the architecture, engineering, and construction industries.

“Successful teams include skilled technical professionals working intimately with informed and trusting clients — nurturing these relationships is our sole mission.”

GCC & Associates LLC is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

Benefits

•    Medical, dental, vision, and life/AD&D coverage

•    401(k) with employer matching contribution

•    Paid time off

•    Employee referral program

•    No travel required