Bookkeeper & Administrative Coordinator

About the Role and Company

Gaia Development, LLC, located in Los Angeles, California, is looking for a highly organized Bookkeeper & Administrative Coordinator to manage financial operations, project management processes, and overall administrative duties. This position supports two main operating companies along with several affiliated entities, keeping financial records and systems orderly and accurate. The role is full-time and based onsite with some hybrid work, requiring candidates to live in the Los Angeles metropolitan vicinity.

Key Responsibilities

• Maintain accurate bookkeeping using QuickBooks Online and/or BQE Core accounting software.
• Handle accounts payable and receivable, vendor records, and process W-9 forms.
• Prepare client invoices, monitor incoming payments, and manage receivables.
• Perform monthly reconciliations of bank statements and credit card transactions.
• Track cash flow and contribute to monthly and yearly financial closing activities.
• Generate financial reports such as Profit & Loss statements, Balance Sheets, and Cash Flow summaries.
• Compile necessary documentation to support CPA activities and tax preparation.
• Monitor project budgets, hours logged, and expenses via BQE Core software.
• Analyze project financial performance to aid billing and prepare budget versus actual and profitability reports.
• Create and format proposals from company templates, coordinate inputs and deadlines, and maintain proposal documentation and scope language libraries.
• Support customer relationship management updates within Salesforce.
• Help coordinate client meetings and marketing communications involving external consultants.
• Handle mail, incoming payments, digital filing, project records, and office logistics including supply management, travel coordination, and client hospitality.

Candidate Requirements

• Minimum of five years experience in bookkeeping, accounting operations, or business administration.
• Experience within small to medium professional services firms such as consulting, architecture, engineering, or development preferred.
• Degree in Accounting, Finance, Business Administration, or equivalent relevant experience.
• Strong proficiency with QuickBooks Online or comparable accounting software platforms.
• Experienced user of Microsoft Office, especially Excel and Word.
• Familiarity with project accounting or management tools; BQE Core is preferred.
• Working knowledge of CRM platforms, particularly Salesforce.
• Excellent organizational skills, meticulous attention to detail, and ability to juggle multiple priorities and deadlines.
• Effective communication and teamwork capabilities while maintaining professional discretion around confidential financial data.
• Capability to work independently while supporting leadership and project teams.