Office Manager

Description

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.

Requirements

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.

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

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