Office Manager / Accounts Payable Specialist Location: Half Moon Bay, CA Schedule: Full-Time, Monday–Friday, Onsite Position Overview We are seeking a dependable and organized Office Manager / Accounts Payable Specialist to support daily office operations and manage vendor payments for a growing organization. This role is split approximately 50/50 between office management and accounts payable, making it ideal for someone who enjoys balancing administrative responsibilities with hands-on accounting support. The ideal candidate has prior experience working in an office environment, is comfortable communicating with vendors and external partners, and takes pride in keeping both the office and financial processes running smoothly. This individual will also provide direct administrative support to the CEO and assist with coordinating meetings, maintaining documentation, and managing day-to-day office needs.
Key Responsibilities
Accounts Payable & Vendor Management
- Process approximately 80 vendor invoices per week during peak periods, ensuring accurate and timely entry and payment.
- Manage relationships with frequently used vendors, including coordinating orders, resolving invoice discrepancies, and responding to payment inquiries.
- Maintain vendor records and communicate with vendors regarding invoices, outstanding balances, and documentation.
- Support recurring vendor relationships throughout the year and help coordinate services as business needs arise.
- Organize and maintain accounts payable records to ensure accurate financial documentation.
- Assist with the annual financial audit by gathering invoices, payment records, and supporting documentation requested by the external CPA firm.
Office Management & Administrative Support
- Provide day-to-day administrative support to the CEO, including scheduling meetings, coordinating calendars, and helping facilitate Zoom and Microsoft Teams meetings.
- Serve as a point of contact for office-related needs, vendors, service providers, and external stakeholders, including landowners.
- Maintain a professional and organized office environment, ensuring supplies, equipment, and shared spaces are properly maintained.
- Coordinate with IT support providers to resolve technical issues and maintain office equipment and systems.
- Oversee office supplies, coffee machines, equipment servicing, and other general office needs.
- Assist with document collection, organization, filing, and retrieval for internal business needs and external requests.
- Support general office administration and special projects as needed.
Qualifications
- Previous experience working in an office environment in an administrative, office management, accounts payable, or similar role.
- Familiarity with invoice processing, vendor communications, and basic accounts payable procedures.
- Strong organizational skills and attention to detail, with the ability to manage competing priorities.
- Professional communication skills and comfort interacting with vendors, landowners, executives, and outside service providers.
- Proficiency with Microsoft Office and familiarity with virtual meeting platforms such as Zoom or Microsoft Teams.
- A proactive, resourceful approach to problem-solving and the ability to work independently.
Work Environment
- Full-time, five days per week onsite.
- A varied role combining office management, executive support, vendor coordination, and accounts payable.
- Opportunity to work closely with company leadership while helping maintain efficient office operations and accurate financial records.
Ideal Candidate: Someone who enjoys being the go-to person in an office, can confidently manage vendor relationships and invoice volume, and is equally comfortable supporting the CEO and handling the practical details that keep a business running.