<p><strong>Office Management & Operations (35%)</strong></p><ul><li>Serve as the primary point of contact for all Department programs, projects, and initiatives.</li><li>Coordinate and support public relations, outreach, and recruitment activities.</li><li>Act as Department liaison to internal university departments (Controller, Registrar, ITS, Facilities Management, Library, Extension, Office of Research & Sponsored Projects, University Relations, etc.) and external partners.</li><li>Support faculty, speakers, donors, guests, partners, and administrators through preparation of materials, documentation, and logistical coordination.</li><li>Maintain confidential records and files in collaboration with the Program Coordinator and Grant & Budget Specialist.</li><li>Coordinate, supervise, and provide administrative oversight for graduate assistants, interns, and work-study students; support fellows and research associates.</li><li>Manage day-to-day office operations, including troubleshooting office equipment and developing user guides for software and systems (email, Banner, LiveText, word processing tools, etc.).</li><li>Purchase office supplies, track inventory, and maintain records of Department assets.</li><li>Coordinate and manage Department mail distribution and electronic accounts.</li></ul><p><strong>Professional Development & Certificate Programs (20%)</strong></p><ul><li>Provide administrative and logistical support for professional development offerings and certificate programs.</li><li>Create and distribute marketing materials (flyers, digital communications) and support recruitment efforts.</li><li>Respond to inquiries from prospective participants and partners.</li><li>Assist with registration, scheduling instructors, preparing course materials, reserving space, coordinating technology, ordering catering, and processing invoices and related budget documentation.</li><li>Coordinate and staff Department events, including featured speaker series, certificate programs, institutes, advisory meetings, webinars, orientations, and conferences.</li></ul><p><strong>Communications & Outreach (20%)</strong></p><ul><li>Review, edit, and update Department website content, publications, and written communications to ensure accuracy, consistency, and relevance.</li><li>Maintain and manage Department databases, interest forms, mailing lists, and contact records.</li><li>Support communication strategies that enhance Department visibility and engagement with internal and external stakeholders.</li></ul><p><strong>Research, Assessment & Impact Data Support (10%)</strong></p><ul><li>Support research and evaluation processes related to Department initiatives and grants.</li><li>Track, monitor, and report data related to website analytics, program evaluations, surveys, enrollment, and grant outcomes.</li><li>Schedule site visits and observations; prepare invoices and manage budget-related documentation tied to research and evaluation activities.</li></ul>
We are looking for a highly skilled and experienced Controller to lead our financial operations in Brea, California. This role requires an individual with a strong background in accounting, financial reporting, and compliance, as well as the ability to provide strategic financial guidance. The successful candidate will play an integral role in maintaining financial integrity, optimizing processes, and supporting overall business objectives.<br><br>Responsibilities:<br>• Prepare accurate and timely financial statements on a monthly, quarterly, and annual basis, adhering to established standards and regulations.<br>• Oversee all general ledger activities, including account reconciliations and journal entries, ensuring accuracy and completeness.<br>• Manage and optimize NetSuite accounting modules, including General Ledger, Accounts Receivable/Payable, Inventory, Fixed Assets, and Financial Reporting.<br>• Lead and mentor the accounting team, providing support in areas such as payroll, bank reconciliations, and accounts receivable/payable.<br>• Develop and maintain robust financial controls across corporate departments and retail locations.<br>• Drive the creation of annual budgets aligned with business goals and objectives.<br>• Analyze financial performance across multiple business segments and provide actionable insights to leadership.<br>• Establish and enforce internal controls to safeguard company assets and ensure compliance with financial reporting standards.<br>• Manage cash flow, banking relationships, and credit facilities to ensure liquidity and financial stability.<br>• Collaborate with leadership to identify opportunities for process improvements and automation, enhancing operational efficiency.
<p>Position Title: Operations Supervisor</p><p><br></p><p>The Operations Supervisor is responsible for overseeing the administrative and operational functions of a student housing office. This role provides day-to-day office oversight, administrative support to leadership, and high-quality customer service to students, families, and internal stakeholders. The Operations Supervisor ensures efficient office operations, accurate recordkeeping, and coordinated support across housing programs and staff.</p><p>Key Responsibilities</p><p>Office Oversight</p><ul><li>Oversee daily administrative operations of the housing office, including office logistics, scheduling, and workflow coordination.</li><li>Ensure the office environment is organized, professional, and welcoming.</li><li>Manage office supplies, equipment procurement, inventory tracking, and maintenance coordination.</li></ul><p>Administrative Support</p><ul><li>Provide administrative and operational support to senior leadership and housing staff.</li><li>Coordinate meetings, calendars, and office logistics.</li><li>Maintain accurate, organized records related to housing operations, staff, and departmental activities.</li></ul><p>Customer Service</p><ul><li>Serve as a primary point of contact for students, parents, and visitors.</li><li>Respond to inquiries, concerns, and issues in a timely, professional, and solution-oriented manner.</li><li>Ensure a consistent, high standard of customer service across all interactions.</li></ul><p>Department Operations Support</p><ul><li>Support recruitment and onboarding of full-time staff, student staff, and temporary personnel.</li><li>Coordinate onboarding logistics and administrative processes in collaboration with hiring managers.</li><li>Provide operational and administrative support to leadership as requested.</li></ul><p>Collaboration & Process Improvement</p><ul><li>Collaborate with internal departments and stakeholders to support coordinated administrative operations.</li><li>Participate in team meetings and contribute to the development and refinement of policies, procedures, and workflows.</li><li>Identify opportunities for operational improvements and increased efficiency.</li></ul><p>Other Duties</p><ul><li><br></li></ul>
Essential Duties and Responsibilities <br>• Schedule appointments, dispatch technicians for service and inspections as needed to maximize tech productivity.<br>• Responsible for creating work orders, providing status to customers and following up with technicians.<br>• Confirm work order is completed and/or closed by reviewing all notes and following up on pending items.<br>• Complete contract paperwork and QC paperwork.<br>• Schedule sub-contractor work.<br>• Work with technicians to ensure all paperwork is completed properly within the designated time.<br>• Maintain appointment schedules.<br>• Order material and equipment. <br>• Receive material/equipment and issue material and equipment to technicians. <br>• Complete daily reports.<br>• Assist in coordinating activities such as scheduling, customer notification and equipment procurement.<br>• Conduct physical inventory.<br>• Act as a liaison between Sales, Project Managers and technicians.<br>• Other duties as assigned. <br>• Bill out service and inspections jobs daily<br>• Respond to high volume of emails<br>• Work with sales team to ensure jobs are scheduled timely<br><br>Qualifications - External<br>Minimum Qualifications:<br>• High School Diploma or General Education Degree (GED)<br>• Minimum 3 years of experience performing administrative duties required within a sales or service industry and working knowledge of ERP systems preferred<br>• Proficient in Microsoft Office (Word, Excel & PowerPoint)<br>• Ability to read and interpret applicable documents, materials, policies, procedures, etc. as presented in English<br>Experience/Requirements: <br>• Must possess good decision-making skills, be very organized and detail oriented.<br>• Must have excellent oral and written communication.<br>• Ability to use discretion. Problem Solving and ability to escalate matters when needed.<br>• Data analysis and interpretation skills.<br>• Speed and accuracy with attention to detail.<br>• Dispatching and scheduling.<br>Work Environment:<br>• Normal office environment.<br>• The noise level in the work environment is usually moderate.
We are looking for an experienced Administrative Assistant to join our team on a contract basis in Commerce, California. This role involves supporting office operations, managing administrative tasks, and ensuring smooth communication across departments. The ideal candidate will have exceptional organizational skills, attention to detail, and the ability to handle a variety of responsibilities in a fast-paced environment.<br><br>Responsibilities:<br>• Respond to incoming phone calls promptly and professionally, directing inquiries to the appropriate department.<br>• Perform accurate data entry tasks to maintain organized and up-to-date records.<br>• Manage and oversee daily administrative office operations to support team productivity.<br>• Provide receptionist duties, including greeting visitors and addressing their needs.<br>• Coordinate and schedule appointments, meetings, or other events as needed.<br>• Maintain office supplies inventory and ensure timely replenishment.<br>• Prepare and distribute correspondence, memos, and other documentation.<br>• Assist with filing, scanning, and other general office tasks to maintain an orderly workspace.<br>• Collaborate with team members to complete projects and meet deadlines.
We are looking for an organized and detail-oriented Purchasing Coordinator to join our team in Chatsworth, California. In this Contract to permanent position, you will play a key role in ensuring the efficient procurement of materials and supplies to support operational needs. The ideal candidate will bring expertise in purchasing activities and demonstrate the ability to manage purchase orders with accuracy and professionalism.<br><br>Responsibilities:<br>• Handle the creation, processing, and tracking of purchase orders to ensure timely delivery of goods and services.<br>• Collaborate with suppliers and vendors to negotiate pricing, terms, and delivery schedules.<br>• Monitor inventory levels and coordinate purchases to maintain adequate stock while avoiding overstock.<br>• Communicate with internal departments to understand procurement needs and ensure alignment with company goals.<br>• Evaluate vendor performance and maintain strong relationships to support long-term partnerships.<br>• Research and identify new vendors and suppliers to optimize purchasing strategies.<br>• Ensure compliance with company policies and procedures during the procurement process.<br>• Maintain accurate records of purchasing activities, including invoices and contracts.<br>• Resolve issues related to delayed shipments, discrepancies, or quality concerns swiftly and effectively.<br>• Provide regular updates and reports on procurement activities to management.
<p>We are looking for an experienced Accounting Manager to join our client's team in Ontario, California area. In this role, you will oversee and manage key accounting functions, ensuring compliance with financial regulations and fostering efficient processes. This position requires strong organizational skills, attention to detail, and the ability to lead and collaborate effectively with various departments.</p><p><br></p><p>Responsibilities:</p><p>• Lead the month-end closing process, ensuring accurate and timely reporting.</p><p>• Oversee and manage payments for company insurance and benefits programs.</p><p>• Maintain and optimize the internal accounting database system for efficient operations.</p><p>• Process and monitor business tax payments, ensuring compliance with local, state, and federal requirements.</p><p>• Reconcile balance sheets and other critical reports, such as Work in Progress and Parts Inventory.</p><p>• Assist in preparing financial statements that adhere to accounting principles and reporting standards.</p><p>• Provide support to the Accounts Payable team, including posting transactions, handling bank wires, and creating reports.</p><p>• Develop and maintain a documented system of accounting policies and procedures.</p><p>• Audit and manage project-related records, including contracts, change orders, and expense transfers.</p><p>• Approve supplier invoices, time sheets, and overhead charges related to projects.</p>
<p><strong>Job Title: Order Administrator (Bilingual Spanish)</strong></p><p><strong>Location:</strong> La Mirada</p><p><strong>Schedule:</strong> Mon-Friday 7am-330pm</p><p><strong>Industry:</strong> Art / Creative Services / Fine Art Logistics</p><p><br></p><p><strong>Position Overview</strong></p><p>The Order Administrator will support the front office operations of a dynamic art company, serving as a key liaison between customers, internal teams, and the shipping department. This role is responsible for managing order workflows from intake through fulfillment, ensuring accuracy, timely communication, and a high level of customer service. The ideal candidate is detail-oriented, organized, and bilingual in English and Spanish, with experience supporting order processing and logistics coordination in a fast-paced environment.</p><p><br></p><p><strong>Key Responsibilities</strong></p><ul><li>Process and manage customer orders from receipt through completion, ensuring accuracy and completeness</li><li>Coordinate closely with the shipping and logistics team to track shipments, confirm delivery timelines, and resolve issues</li><li>Serve as a primary point of contact for customer inquiries related to orders, shipping status, and documentation</li><li>Communicate effectively with Spanish- and English-speaking clients, vendors, and internal stakeholders</li><li>Maintain accurate records in internal systems, including order details, invoices, shipping confirmations, and correspondence</li><li>Support front office operations, including administrative tasks, documentation, and internal coordination</li><li>Identify and resolve order discrepancies, delays, or issues in a timely and professional manner</li><li>Ensure adherence to company procedures, quality standards, and deadlines</li></ul>
<p>We are looking for an experienced Procurement Specialist/Buyer to join our team in Costa Mesa, California. In this Contract to permanent position, you will play a critical role in managing procurement operations to ensure cost efficiency, supplier reliability, and seamless delivery of goods. This role requires a proactive, detail-oriented individual with strong negotiation skills and a solid understanding of supply chain processes.</p><p><br></p><p>Responsibilities:</p><p>• Identify and evaluate suppliers to ensure optimal pricing, quality standards, and reliable service.</p><p>• Negotiate contracts, delivery schedules, and pricing agreements to achieve cost savings and operational goals.</p><p>• Create, process, and manage Purchase Orders (POs) in line with company policies.</p><p>• Monitor inventory levels and forecast purchasing requirements to avoid shortages or overstock.</p><p>• Collaborate with suppliers and internal teams to ensure timely delivery of materials and resolve logistical issues.</p><p>• Address discrepancies related to pricing, quantities, and quality concerns, ensuring swift resolution.</p><p>• Assess supplier performance and oversee corrective actions while driving continuous improvement initiatives.</p><p>• Analyze market trends and pricing to inform strategic purchasing decisions.</p><p>• Reconcile invoices and support financial accuracy for Accounts Payable and Receivable.</p><p>• Maintain detailed procurement records and compliance documentation to support audits and process enhancements.</p>
<p> Key Identifiers for the Position Seeking a detail-oriented Construction Logistics Specialist to support communication and engagement activities for complex infrastructure projects. This role works closely with a project team to assist with public-facing communications, stakeholder coordination, and outreach efforts across key phases of project delivery, including planning, design, preconstruction, and construction. The position focuses on executing established communication plans, supporting community engagement activities, and ensuring timely, accurate information is shared with external stakeholders, partners, and the public. This role is hands-on and collaborative, providing dayto-day communications support. Essential Job Duties Develops and disseminates project-related communication materials, including FAQs, Fact Sheets, presentations, advisories, construction notices, exhibits and presentations, ensuring consistency with approved messaging and branding standards. Supports internal communications by coordinating dissemination through approved channels and ensuring accurate, timely information sharing among project teams, partners, and internal stakeholders. Attend project meetings, as needed, to gather activity updates and project information and translate complex technical or construction-related content into clear, accessible messaging for general audiences. Coordinate project logistics, schedules, deliveries and scope execution and support communication distribution throughout program, and internal stakeholders. Verification of project components (i.e. permit verification, notice and permissions, and project requirements) Verifying that the contractors are delivering documents, phasing plans, site laydown, construction notices and other information per the contract documents. Supports issue and inquiry management by tracking, monitoring, and reporting on public questions, complaints, and project-related concerns, escalating sensitive matters as appropriate. Assists with project-related stakeholder engagement initiatives and maintains organized records of internal outreach communications activities. Provides logistic project information to the necessary communications manager and regularly provides updates for Publication and external outreach purposes. Collaborate with Project Managers, Construction Managers and Contractors to align the logistics between projects and various project programs in coordination with Terminal Operations, Integrated Operations, Airfield Operations, Public Safety, and the Guest Experience team. Monitor construction activities between various projects and track operation limitations, mitigate funneling points, and elevate situations for project teams, development leadership and stakeholders. Coordination and reporting to global Construction Logistics Management for information and collaboration with other delivery support teams and project controls. Provide reporting to Executive Team and Airport Development Executives Hardware/Software Knowledge Superior working knowledge of Canva, Adobe Illustrator and InDesign Proficiency with Microsoft systems including Excel, Word, Power Point, Teams and Outlook Experience using email marketing platforms (e.g., Benchmark) to distribute public advisories and notifications </p>
<p>We are looking for a detail-oriented Staff Accountant to join our team in Torrance, California. In this role, you will play an integral part in managing financial operations, including banking reconciliations, monthly journal entries, and retail operations reporting. You will collaborate with a team to oversee accounting processes across multiple regions within The Americas.</p><p><br></p><p>Responsibilities:</p><p>• Prepare and review store banking reconciliations to ensure accuracy and compliance.</p><p>• Generate detailed reports for retail operations and assist in analyzing financial data.</p><p>• Handle month-end journal entries and maintain accurate accounting records.</p><p>• Collaborate with the banking team to manage accounting processes across multiple regions.</p><p>• Conduct inventory reconciliations and address discrepancies promptly.</p><p>• Maintain and update the general ledger to reflect accurate financial transactions.</p><p>• Manage corporate tax processes, including sales tax and corporate tax returns.</p><p>• Utilize Oracle software to support financial operations and reporting.</p><p>• Work effectively in a high-volume and fast-paced environment to meet deadlines.</p><p><br></p><p>**For confidential consideration, please apply directly with your resume or call Allysa Bayly at (562) 800-3770. If you are already working with a recruiter from Robert Half, please contact him or her directly to expedite your candidacy for this role.**</p>
