82 Best audio Jobs in Fairfield, California (September 2026)

Office Administrator / Bookkeeping & Design Coordinator

1 day ago

Vacaville

Job Description Office Administrator | Bookkeeping, Canva & AutoCAD Company: Funtastic Rentals Location: Vacaville, CA Job Type: Full-Time, In-Person Schedule: Monday–Friday, with occasional flexibility during busy event periods About Funtastic Rentals Funtastic Rentals is a growing event rental and event infrastructure company serving clients throughout California and neighboring states. We provide tents, staging, flooring, tables, chairs, lighting, power distribution, audio/video equipment, and other event services for corporate events, government agencies, universities, festivals, weddings, and large-scale productions. We are looking for a dependable and highly organized Office Administrator who can support bookkeeping, office administration, customer documentation, Canva design work, and basic AutoCAD event layouts. This is not a basic receptionist position. The ideal candidate will be comfortable working with numbers, invoices, contracts, drawings, customers, vendors, and multiple projects at the same time. Key Responsibilities Office Administration • Manage daily office paperwork and administrative tasks, • Maintain organized digital and physical files, • Answer and route phone calls and emails, • Assist customers with general questions, • Maintain customer, vendor, employee, and project records, • Prepare contracts, invoices, purchase orders, permits, certificates, and other documents, • Track project deadlines and required paperwork, • Assist with vendor registrations and customer documentation, • Coordinate paperwork between sales, operations, warehouse, accounting, and management, • Maintain calendars, appointments, project files, and administrative records, • Follow up on missing documents, signatures, payments, and customer information Bookkeeping & Accounting Support • Enter and categorize business expenses, • Record customer payments and vendor bills, • Assist with accounts payable and accounts receivable, • Prepare and send invoices, • Track outstanding customer balances, • Match receipts, invoices, purchase orders, and payments, • Organize receipts and expense documentation, • Assist with bank and credit card reconciliations, • Help identify missing receipts, duplicate charges, and bookkeeping discrepancies, • Maintain organized financial records, • Prepare bookkeeping documentation for management and the company accountant, • Assist with payroll documentation and employee records QuickBooks experience is strongly preferred. Canva & Design Support The Office Administrator will also assist with basic marketing and customer-facing materials using Canva. Responsibilities may include creating or updating: • Customer proposals, • Event presentation sheets, • Rental package sheets, • Product information sheets, • Social media graphics, • Flyers, • Brochures, • Signage, • Company forms, • Training documents, • Sales presentations, • Internal checklists, • Basic photo and graphic layouts The candidate should understand professional formatting, spacing, fonts, branding, image placement, and document presentation. AutoCAD & Event Layout Support The position will assist the sales and operations teams with basic AutoCAD drawings and event layouts. Typical drawings may include: • Tent layouts, • Table and chair layouts, • Graduation seating plans, • Stage layouts, • Dance floor layouts, • Vendor booth layouts, • Pipe-and-drape layouts, • Equipment placement, • Site plans, • Event floor plans, • Dimensioned customer layouts, • Updates to existing CAD drawings The candidate should understand basic AutoCAD functions including: • Dimensions, • Scale, • Layers, • Measurements, • Blocks, • Basic drafting, • Reading and modifying existing drawings This position does not require structural engineering. Engineered drawings, structural calculations, electrical plans, and permit drawings will be completed by qualified professionals when required. Required Qualifications • Experience in office administration, bookkeeping, or a similar administrative position, • Strong organizational skills, • Strong attention to detail, • Ability to work with numbers and measurements, • Experience with invoicing and financial paperwork, • Comfortable working with Microsoft Excel or Google Sheets, • Comfortable using Microsoft Word or Google Docs, • Professional written and verbal communication, • Accurate data-entry skills, • Ability to manage multiple projects and deadlines, • Ability to follow established procedures and checklists, • Ability to identify errors before documents are sent to customers, • Comfortable learning new software and business systems Bookkeeping Requirements Candidates should have experience with some or all of the following: • QuickBooks, • Accounts payable, • Accounts receivable, • Invoicing, • Expense categorization, • Bank reconciliation, • Credit card reconciliation, • Purchase orders, • Customer payment tracking, • Vendor documentation Canva & AutoCAD Requirements Candidates should have experience with Canva and/or AutoCAD. Applicants who are highly proficient in one platform and willing to learn the other may also be considered. For AutoCAD, we are primarily looking for someone capable of producing and modifying basic event layouts rather than advanced architectural or engineering drawings. Preferred Experience Experience in any of the following industries is helpful: • Event rentals, • Event production, • Equipment rental, • Construction, • Architecture, • Engineering, • Interior design, • CAD drafting, • Hospitality, • Government contracting, • Permitting, • Commercial services Experience with the following software is also helpful: • QuickBooks, • Canva, • AutoCAD, • Adobe Acrobat, • Google Workspace, • Microsoft Office, • CRM software, • Rental management software Typical Day This position involves a variety of responsibilities. During a typical day, you may: • Enter vendor bills into QuickBooks, • Reconcile receipts and expenses, • Follow up on an unpaid customer invoice, • Prepare a rental contract, • Update customer information, • Create a Canva proposal, • Modify an AutoCAD tent layout, • Prepare paperwork for an upcoming event, • Organize purchase orders, • Coordinate documents with the warehouse or operations team, • Prepare project files for management review What We Are Looking For We are looking for someone who is: • Organized, • Dependable, • Detail-oriented, • Comfortable with numbers, • Comfortable working independently, • Able to prioritize tasks, • Able to manage several projects at once, • Willing to learn, • Comfortable working in a fast-moving event rental environment Accuracy is especially important. Our projects can involve large equipment quantities, customer contracts, permits, government customers, installation crews, and significant project costs. Administrative errors can affect the entire project. Work Environment This is a primarily office-based position at our Vacaville facility. The employee may occasionally need to walk through the warehouse or event preparation areas to verify equipment, measurements, inventory information, or project details. This is not a remote position. Compensation $50,000–$60,000 per year, depending on experience and demonstrated ability. Compensation will be based on experience in: • Bookkeeping, • QuickBooks, • Office administration, • AutoCAD, • Canva, • Accounts payable/accounts receivable, • Event or rental industry operations How to Apply Please submit your resume and briefly describe your experience with: • Bookkeeping or QuickBooks, • Office administration, • AutoCAD, • Canva Applicants with Canva design samples or AutoCAD drawing examples are encouraged to submit a portfolio or samples of previous work. Funtastic Rentals is an Equal Opportunity Employer. \nCompany Description Funtastic Rentals is a California-based event rental and event infrastructure company providing tents, staging, flooring, furniture, power distribution, lighting, audio/video equipment, and production support. We serve corporate events, government agencies, universities, festivals, weddings, and large-scale productions throughout California and neighboring states. Our team combines event rental, logistics, design, installation, and production services to deliver projects ranging from private events to complex commercial and institutional installations. Funtastic Rentals is a California-based event rental and event infrastructure company providing tents, staging, flooring, furniture, power distribution, lighting, audio/video equipment, and production support.\n\nWe serve corporate events, government agencies, universities, festivals, weddings, and large-scale productions throughout California and neighboring states.\n\nOur team combines event rental, logistics, design, installation, and production services to deliver projects ranging from private events to complex commercial and institutional installations.\n

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