Summary
The Administrative \& Accounts Specialist supports the daily operations and financial administration of the Marina del Rey Tourism Board (MdRTB). This role is ideal for a highly organized, dependable professional who thrives in a small, collaborative, hospitality\-focused environment.
Responsibilities include supporting office operations, assisting with financial administration in QuickBooks Online (posting and coding transactions, processing checks and wire payments, running reports, and tracking budget vs. actuals), maintaining CRM data, and coordinating board communications and general administrative needs. MdRTB’s CPA manages reconciliations and monthly financial statements.
As the first point of contact in the office, this individual represents MdRTB with professionalism, warmth, and a welcoming presence for staff, visitors, and stakeholders.
Key Responsibilities
Financial \& Accounting Support
- Post and code all financial transactions in QuickBooks Online according to the approved budget.
- Manage accounts payable and accounts receivable, including issuing invoices to partner hotels.
- Issue and process checks and wire payments, maintaining accurate payment records.
- Process monthly bank deposits.
- Run reports in QuickBooks and analyze data to ensure the budget remains on track.
- Assist in running financial reports and compiling data to help estimate expenditures for the annual budget process.
- Assist with preparing financial data and supporting documents for the annual audit.
- Maintain organized digital and paper financial files.
- Develop Excel spreadsheets for tracking data, creating reports, and monitoring financial performance.
- Support the CPA as needed by providing accurate, timely, and complete transaction information and banking statements.
- Track expenses and receipts from staff and manage filing of receipts in Expensify.
- Serve as the primary contact for the office, answering phones and transferring calls to staff.
- Maintain a neat, professional, and welcoming front office environment.
- Manage inventory of office supplies, promotional giveaways, and printed materials.
- Keep the office kitchen well stocked and maintain organization in storage areas and supply rooms.
- Liaise with vendors for internet, IT support, phone systems, copier, leasing office, and other office systems.
- Coordinate repairs and maintenance for office space and office equipment.
- Assist with virtual meeting setup, including platforms such as Zoom or Microsoft Teams, and use of equipment such as the Meeting Owl or other conferencing tools.
- Provide proofreading support for reports and documents to ensure accuracy and correct grammar.
- Assist other departments with administrative support, including organizing files, tracking data, project management support, and managing logistics.
- Support other departments with CRM data entry and list management; training will be provided for Simpleview, but prior CRM experience (e.g., Salesforce, HubSpot, etc.) is preferred.
- Collect and distribute mail; assist with processing mailings and shipping of collateral or tradeshow giveaways to events.
- Coordinate monthly Board of Directors communications, including meeting notices, agendas, and materials distribution.
- Assist with planning and logistics for organizational meetings, staff gatherings, and stakeholder mixers.
- Organize event details, including catering, venue setup, and materials preparation.
- Represent MdRTB at occasional community events with a friendly and professional demeanor.
- Minimum 3\+ years of administrative or finance\-related experience.
- Proficiency in QuickBooks Online, including transaction posting, report generation, and budget tracking.
- Experience with accounts payable and receivable, issuing checks and wire payments, and vendor coordination.
- Strong analytical skills, including the ability to track budget vs. actuals and assist in estimating annual budget expenditures.
- Highly organized, detail\-oriented, and capable of managing multiple priorities independently.
- Experience developing and managing Excel spreadsheets for tracking data or reporting purposes.
- Experience working with CRMs such as Salesforce, HubSpot, or similar; able to input lists and update records. Training on Simpleview will be provided.
- Excellent written and verbal communication skills in English, with proper grammar and proofreading ability.
- Friendly, professional, and welcoming personality, able to engage courteously with staff, vendors, board members, and community stakeholders.
- Proficiency in Microsoft Office (Excel, Word, Outlook) and Google Workspace.
- Comfortable with virtual meeting platforms and conferencing tools, including setup and operation of the Meeting Owl or similar devices.
- Demonstrated reliability, discretion, and integrity in handling sensitive financial and operational matters.
- Able to work independently with minimal supervision.
- Ability to lift up to 40 lbs occasionally and perform standard office tasks.
- Ability to travel locally for occasional meetings, events, or errands. A valid driver’s license, auto insurance, and reliable transportation are required.
- Health insurance
- Paid time off
Administrative \& Office Operations
Board \& Event Support
Qualifications
How to Apply
Please submit your resume and a brief cover letter to karen@thriveassociates.org. Due to the expected volume of applications, we may not be able to respond to every submission. We appreciate your interest and will contact candidates whose experience most closely aligns with the role.
The Marina del Rey Tourism Board is an equal opportunity employer and is committed to creating an inclusive environment for all employees. We consider all qualified applicants for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other protected status under applicable law.
MdRTB provides reasonable accommodation to qualified individuals with disabilities during the application and hiring process. If you require assistance or accommodation, please contact us. Applicants must be legally authorized to work in the United States. MdRTB does not sponsor employment visas for this position.
Pay: $27\.00 \- $35\.00 per hour
Benefits:
Work Location: In person