Bookkeeper and Administrative Support Coordinator

at  Ventura Interests

COMPANY OVERVIEW:

We are a private firm specializing in real estate investment and development. With a small, dedicated team managing material assets, we value discretion, professionalism, and attention to detail. As our company grows, we are seeking a motivated and organized individual to provide important bookkeeping and administrative support to our team.

POSITION OVERVIEW:

The Bookkeeper and Administrative Support Coordinator will play a key role in ensuring smooth day-to-day operations in our office. This position will handle a combination of support for senior accounting staff, general administrative duties and front desk responsibilities. The ideal candidate will be proactive, flexible, self-motivated, highly organized, and able to manage a range of tasks with a focus on confidentiality. The candidate’s role will grow and evolve as aptitude is proven.

KEY QUALIFICATIONS:

• Previous experience in, and firm understanding of, bookkeeping is required. Experience in an administrative role is preferred.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Familiarity with Microsoft Office Suite (Word, Excel, Outlook) and basic accounting software (Sage, QuickBooks, or similar).
• Ability to multitask and handle changing priorities.
• Trustworthy and able to handle sensitive information with discretion.
• A positive, can-do attitude and a willingness to assist with a variety of tasks.
• Ability to analyze situations independently.
• Able to communicate effectively with executives and manage strong personalities.

• Bookkeeping and Accounting Support:
• Provide bookkeeping support to senior accounting staff, including basic data entry, tracking expenses, and maintaining accurate financial records.
• Work closely with senior accounting staff to create and analyze financial reports and ensure legal compliance.
• Assist with invoicing, payroll, accounts payable, and accounts receivable as directed.
• Help prepare managerial reports to assist executive decision making.
• Support periodic audits or financial reviews by organizing and providing relevant documentation.
• Administrative Support:
• Organize and schedule meetings, appointments, and travel arrangements for the team. Coordinate and distribute materials in advance of meetings and document and follow-up important actions and decisions.
• Assist with general office maintenance by purchasing and coordinating the maintenance of office equipment, supplies, and other items as needed.
• Support the team with filing (physical and electronic), record-keeping, and other organizational tasks.
• Assist in maintaining team calendars and tracking key deadlines.
• Draft and proofread letters, emails, and other correspondence.
• Help to develop and promote efficient office operations and procedures.
• Front Desk and Communication:
• Serve as the first point of contact, answering phones, directing calls, and taking accurate messages.
• Greet visitors in a friendly, professional manner, always ensuring privacy and discretion.
• Manage incoming and outgoing mail and deliveries.
• Other Duties:
• Assist in special projects as needed, supporting both the administrative and financial functions of the company.