Office Manager

Company Overview

Flux Energy Systems is a leading engineering consultancy specializing in solar and battery storage solutions. We deliver cutting-edge renewable energy projects that help clients transition to sustainable power sources. Our team of engineers and industry experts is dedicated to creating innovative and efficient energy systems, and we are looking for a motivated, remote, Office Manager to support our growth and streamline our processes.

While our business address is in Los Angeles, our team all works remotely in Denver, Los Angeles, San Francisco.

Job Summary

The Office Manager is responsible for overseeing the day-to-day administrative, financial, and operational functions of the company. This role is crucial in maintaining efficient workflows, managing team operations, supporting human resources, and contributing to process improvement initiatives. The ideal candidate will be highly organized, detail-oriented, and capable of handling both routine administrative tasks and higher-level operational duties, such as bookkeeping, event coordination, and marketing support.

The candidate must be based in Los Angeles with easy travel to the office located in Marina del Rey and the President’s location in West Los Angeles.

Key Responsibilities

1. Bookkeeping & Financial Support
   • Manage accounts payable and receivable, ensuring timely invoicing and payments.
   • Collaborate with external accountants for quarterly and annual financial reporting.
   • Assist in payroll processing as needed.
   • Contribute to monthly reporting, including cash flow forecasting and resource allocation.
2. HR Support
   • Manage HR team in coordinating interviews, assisting with onboarding, and scheduling performance reviews.
   • Help administer education budgets and research training opportunities for staff.
3. Process Improvement
   • Collaborate with cross-functional teams to streamline internal processes.
   • Assist in developing and maintaining operational documentation and procedures.
   • Monitor key performance indicators (KPIs) and report on performance metrics to leadership.
   • Drive operational efficiency by organizing regular process improvement meetings, tracking action items, and auditing projects for compliance with internal procedures.
   • Track company goals and report progress to leadership.
   • Organize and participate in team meetings to ensure coordination of operations.
4. Event Planning & Execution
   • Organize and manage logistics for industry conferences, trade shows, and client meetings.
   • Plan and coordinate internal team-building events and company-wide gatherings.
   • Liaise with vendors, venues, and service providers to ensure seamless execution of events.
   • Maintain a calendar of upcoming industry and company events, ensuring alignment with project timelines.
   • Plan and manage Flux Week events and other company-wide or client-facing events.
5. Administrative Support
   • Provide general administrative support to the executive team and project managers.
   • Maintain office supply inventory and manage relationships with office service providers.
   • Assist with onboarding of new employees and help maintain company culture initiatives.
   • Assist in scheduling and overseeing team meetings (e.g., weekly team check-ins).
   • Pick up company mail and deliver to President.
   • Scan notices, file, and distribute to the appropriate stakeholder (HR, bookkeeper, accountant, etc.) as needed.
6. Marketing & Promotion Support
   • Assist in updating the company’s website, qualifications, and marketing materials.
   • Manage company promotional activities, such as ordering team swag, issuing Solstice cards, and collecting client feedback.
   • Research ways to promote the company.
   • Post monthly company updates on social media (e.g., project completions, team announcements).
   • Research speaking opportunities or awards.
7. Sales Support
   • Support aspects of proposal submission including project planning, budgeting, and scheduling.
   • Establish and track key KPIs.
   • Set regular check-ins with clients.

Qualifications

• Bachelor’s degree in Business Administration, Operations Management, or a related field (or equivalent experience).
• 2-4 years of experience in an operations, administrative, or bookkeeping role.
• Strong proficiency in QuickBooks Online, Excel, or other accounting software.
• Demonstrated experience in process improvement and event coordination.
• Excellent organizational and communication skills.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• Interest in renewable energy and sustainability is a plus.
• CA driver's license.

What We Offer

• Annual salary of $70k - $80k and benefits package.
• Opportunities for professional development and growth.
• A collaborative and innovative work environment within the renewable energy sector.

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• QuickBooks: 2 years (Preferred)
• Administrative experience: 4 years (Preferred)

Location:

• Los Angeles, CA (Required)

Work Location: Remote