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Kunst Painting · 12 hours ago

Administrative Assistant Bookkeeper

San Rafael, CA

Full-time

Onsite

Entry, Mid Level

$75K/yr - $90K/yr

2+ years exp

Kunst Painting is a well-established painting contractor serving Marin, Sonoma, and Napa, and they are seeking an Executive Assistant who will also manage core bookkeeping and administrative tasks. The role involves supporting the owner by managing priorities, handling bookkeeping, running payroll, and maintaining organized systems for office administration.

CommercialConstructionResidential

Responsibilities

Buy back the owner’s time by controlling priorities, calendar, and follow-ups

Keep the bookkeeping engine clean : AP, AR, invoicing, reconciliations

Run payroll consistently through Gusto

Keep communication professional with customers and vendors (light customer-facing)

Build simple systems/checklists so fewer things fall through the cracks

Calendar management : scheduling, confirmations, buffers, prep notes

Inbox/message triage : sort urgency, draft replies, route requests, track follow-ups

Follow-through : capture decisions, create task lists, ensure completion

Coordinate internal meetings, vendor calls, and key appointments

Over time: handle select send-on-behalf communications once context/trust is built

Accounts Payable (AP) : enter bills, code accurately, maintain vendor records

Accounts Receivable (AR) : create/send invoices, apply payments, track aging, follow up

Invoicing : progress billing + time & materials (as needed)

Reconciliations : keep bank/credit card activity clean and organized

Maintain clean records so reporting and tax/accountant handoff is painless

Run payroll weekly through Gusto and 401k contributions

Verify hours/time inputs and handle adjustments (reimbursements, deductions, special items)

Maintain basic employee paperwork and admin follow-through

Maintain organized digital filing (customer, vendor, payroll, job folders)

Support office + field coordination as needed (documents, signatures, simple admin tasks)

Help improve systems: templates, checklists, recurring tasks, and process cleanup

Handle basic customer/vendor questions (billing/scheduling/updates)

Keep communication calm, professional, and documented

Track issues and ensure they get resolved (close the loop)

Qualification

QuickBooks OnlineBookkeepingPayroll processingOrganizational skillsWritten communicationJudgmentFollow-throughCustomer communicationBilingual English/SpanishSelf-starter