ABOUT CHANGING PLACES
Changing Places is a leading Bay Area relocation and professional organizing company. We manage complex residential moves, downsizing projects, estate transitions, and home organization for homeowners and their trusted advisors throughout the Bay Area and beyond.
We are a growing, fast-paced small business known for exceptional service, attention to detail, and highly personalized client care.
THE ROLE
We are seeking an experienced Payroll & Office Administrator to support the financial, administrative, and operational functions of our company.
Payroll administration and QuickBooks Online experience are central to this position. The ideal candidate is comfortable working with employee time records, payroll data, invoicing, accounts payable, financial reporting, and detailed administrative processes.
This position works closely with company leadership, our Operations Director, and our outside bookkeeper to ensure payroll information, invoicing, financial records, employee documentation, and administrative systems are accurate and up to date.
The successful candidate will be highly organized, detail-oriented, technologically proficient, and comfortable managing multiple priorities independently in a fast-moving small-business environment.
KEY RESPONSIBILITIES
Payroll Administration
Collect, review, and reconcile employee time reports for biweekly payroll
Verify hours, overtime, sick time, PTO, and employee reimbursements
Prepare complete and accurate payroll information for submission to the company bookkeeper
Research and resolve payroll discrepancies
Maintain accurate payroll and employee records
Experience with eBillity Time Tracker and Gusto is a plus
QuickBooks, Invoicing & Financial Administration
Prepare and process client invoices in QuickBooks Online
Maintain accurate customer, vendor, and transaction records
Process employee reimbursements and vendor payments/accounts payable
Review and categorize financial transactions
Perform routine QuickBooks Online maintenance and reconciliation support
Prepare Chart of Accounts information for the bookkeeper
Serve as a primary administrative liaison with the company's bookkeeper
Financial Reporting & Tracking
Run QuickBooks Online reports as requested
Prepare weekly cash-flow reporting
Track company billable hours twice monthly
Assist the Operations Manager with preparation of the monthly Flash Report
Prepare project profitability reports
Provide additional financial and operational reporting as needed
Banking & Payment Processing
Review company credit card transactions for accuracy and documentation
Process client credit card payments
Deposit checks
Maintain accurate records related to banking and payment activity
HR & Employee Administration
Coordinate new-hire paperwork and onboarding documentation
Maintain employee information and confidential personnel records
Coordinate background checks for new hires
Track required employee documentation
Assist with employee handbook and HR document updates
Insurance & Compliance
Maintain the company's insurance summary and related documentation
Track liability insurance requirements and expiration dates for independent contractors
Coordinate documentation for the annual workers' compensation insurance audit
Coordinate annual business license renewal
Maintain calendars and records for recurring administrative and compliance deadlines
General Office Administration
Create and maintain company templates, forms, and administrative documents
Maintain organized digital files and records
Archive outdated files and folders as needed
Conduct online research and assist with special projects
Provide administrative support to company leadership
REQUIRED QUALIFICATIONS
Previous payroll administration experience
Strong working knowledge of QuickBooks Online
Strong Excel skills and proficiency with Microsoft Office, including Word and PowerPoint
Experience working with financial records, invoices, expenses, and reporting
Exceptional attention to detail and accuracy
Strong organizational and follow-through skills
Ability to identify discrepancies and solve problems independently
Ability to manage multiple responsibilities and competing deadlines
Excellent written and verbal communication skills
Strong judgment and discretion when handling confidential employee, client, and financial information
Comfortable working independently in a small-business environment
TECHNOLOGY SKILLS
Candidates should be comfortable working with:
QuickBooks Online
Microsoft Excel, Word, and PowerPoint
Apple/Mac products, including iMac, iPhone, and iPad
Google Drive and Dropbox
Cloud-based business applications
AI tools used appropriately for research, communications, and administrative efficiency
Experience with Gusto and eBillity Time Tracker is highly desirable.
COMPENSATION & BENEFITS
Competitive salary
Opportunity for profit sharing
Paid time off, including national holidays, personal flex days, and sick time
Medical and dental coverage, with additional discounts available for vision, acupuncture, and chiropractic care
CalSavers retirement plan
Cell phone stipend
Full reimbursement for approved business expenses
POSITION REQUIREMENTS
Position is based in our San Rafael office
Candidates must live within a reasonable commuting distance
Fluent in English with excellent written and verbal communication skills
Legally authorized to work in the United States
A minimum two-year commitment to the position is strongly preferred
TO APPLY
Please submit a resume and cover letter outlining your interest in the position, relevant experience, and salary requirements.
