Administrative Coordinator - Accounting & Operations
Job Description
ABOUT THE COMPANY
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Oceanic Enterprises is a San Diego-based hospitality and real estate company supporting a portfolio of hotels, food and beverage operations, residential rentals, and commercial properties. Our corporate team works closely with property Operations, Accounting, and ownership to support consistent processes, accurate reporting, and efficient day-to-day operations.
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ABOUT THE ROLE
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The Administrative Coordinator is a full-time, on-site role based in San Diego, CA. This position supports the day-to-day administrative operations of the corporate office and helps maintain accurate, organized, and timely workflows between Accounting and Operations.
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The role includes front-office support, document handling, mail and package coordination, office supply management, banking errands, record maintenance, and follow-up on open administrative items. The Administrative Coordinator will also support property onboarding and closeout activities, entity filings, vendor documentation, and other cross-departmental projects.
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The right candidate will be dependable, organized, attentive to detail, and comfortable taking ownership of routine responsibilities while maintaining a professional and welcoming office environment.
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KEY RESPONSIBILITIES
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- Greet visitors and answer or route incoming calls professionally
- Receive, review, scan, label, route, and file incoming mail and documents
- Maintain organized digital and physical filing systems
- Handle company checks and cash, including authorized deposits and withdrawals, while maintaining required custody, authorization, and supporting documentation
- Track office supplies and place orders when needed
- Maintain shared office areas in an organized, functional, and professional condition, and promptly address or report supply, maintenance, or cleanliness issues
- Receive packages and retain packing slips and delivery documentation
- Mail checks, payments, and other documents after verifying addresses and supporting information
- Support invoice follow-up and payment-status questions between Accounting and Operations
- Maintain check mailing and payment hold lists
- Track license and permit renewal dates and follow up with responsible team members
- Maintain current vendor W-9 forms and related documentation
- Assist with new property onboarding and property closeouts, including utility and vendor account setup, service transfers, cancellations, final bill follow-up, and related administrative tracking
- Track open administrative items and escalate delays or missing information before deadlines are affected
- Run approved business errands, including banking, mailing, supply purchases, and document delivery
- Participate in cross-training to provide administrative coverage when needed
- Maintain the entity filing calendar and assist with annual reports, statements of information, business registrations, required documentation, and filing confirmations
- Prepare workstations for new hires with required supplies and basic equipment, and provide a first-day office tour
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WHAT WE ARE LOOKING FOR
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- Dependable, punctual, and consistently available during the designated work schedule
- Highly attentive to detail
- Organized, able to manage time effectively, and capable of handling multiple priorities
- Comfortable following established procedures and file-naming requirements
- Proactive about communicating questions, delays, or missing information
- Able to complete assignments accurately and follow through without repeated reminders
- Able to communicate clearly and professionally with employees, visitors, vendors, and ownership
- Responsive and able to resolve routine administrative issues or escalate them appropriately
- Professional and discreet when handling confidential company and financial information
- Flexible, calm, and willing to support multiple departments in a busy office environment
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REQUIRED QUALIFICATIONS
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- Prior administrative, office coordination, or accounting support experience
- Proficiency in Microsoft Outlook, Word, and Excel
- Experience scanning, naming, saving, and organizing electronic documents
- Strong written and verbal communication skills
- Ability to follow detailed procedures accurately and consistently
- Reliable transportation for occasional local business and banking errands
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PREFERRED QUALIFICATIONS
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- Experience supporting an Accounting or Finance department
- Experience with SharePoint, OneDrive, Adobe PDF, or similar document-management tools
- Experience in hospitality, property management, or a multi-entity organization
- Comfortable using business software and learning new systems
- Bilingual English/Spanish skills are a plus, but not required
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COMPENSATION
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$23.00 to $27.00 per hour, depending on experience and qualifications
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BENEFITS
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- Medical, dental, and vision insurance
- 401(k) with company match
- Paid holidays
- Paid sick leave and vacation
- Employee discount program
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Benefits are subject to applicable eligibility requirements and plan terms.
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HOW TO APPLY
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Please email your resume and a brief introduction to:
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Use the subject line:
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Administrative Coordinator Application – [Your Full Name]
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In the body of the email, briefly address the following:
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- Why are you interested in this position, and what experience makes you a good fit?
- Describe a time you noticed an office or administrative issue and took ownership of resolving it.
- Confirm your availability to work on-site Monday through Friday from 9:00 AM to 5:45 PM.
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Please keep your response brief and include the words “Detail Matters” at the end of your email.
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Applications that do not follow these instructions may not be considered.