Agency Bookkeeper

The Bookkeeper is responsible for supporting the firm’s day‑to‑day accounting operations with a high degree of accuracy, discretion, and professionalism. This role ensures timely processing of payables and receivables, accurate reconciliations, and dependable support of the monthly close process. The ideal candidate demonstrates sound judgment, handles sensitive financial and compensation-related information with strict confidentiality, and operates effectively in a fast‑paced professional services environment supporting advisors, agents, and firm leadership.

Key Responsibilities

Accounts Payable & Disbursements

• Generate and process checks and ACH payments to vendors, advisors/agents, and staff with accuracy, timeliness, and appropriate approvals.
• Track and manage firm expenses in accordance with budgetary guidelines and internal policies, including office operations, property management, and recurring operating costs.
• Administer and reconcile corporate card activity (e.g., firm AMEX and staff cards), ensuring proper coding, documentation, and policy compliance.

Accounts Receivable & Advisor Charges

• Administer firm receivable policies, including monthly advisor charges, occupancy/rent programs, and collection activities, with a focus on maintaining low outstanding balances.
• Process credit card payments and ensure accurate and timely recording of deposits and income to appropriate accounts.

Compensation, Allowances, and Year-End Tax Reporting

• Calculate and administer monthly advisor allowances and approved compensation adjustments with precision and confidentiality.
• Track 1099 activity throughout the year and prepare, generate, and distribute required tax forms in compliance with applicable deadlines.
• Administer commission and allowance hold policies, including accurate tracking and timely release of funds.
• Maintain accurate balances and documentation for all holding accounts.

Close, Reconciliations, and Reporting

• Perform monthly bank reconciliations and support a clean, accurate, and timely month‑end close (e.g., by the 5^th business day).
• Maintain the general ledger and accounting systems in accordance with firm standards and best practices.
• Prepare and distribute monthly financial reports to the Director of Finance, Executive Leadership, and advisors as required.

Other Operational Support

• Respond professionally to advisor inquiries related to firm expenses and provide year‑end summaries upon request.
• Coordinate and communicate with property management and MassMutual regarding the firm’s various locations.
• Support additional accounting, administrative, or vendor‑related processes as assigned by the Director of Finance, COO, or General Agent/Managing Partner.

Qualifications

• College degree in accounting or finance or equivalent work history.
• 2 years of bookkeeping or accounting experience; financial services experience preferred.
• Proficiency with accounting software and Excel; ability to learn firm systems efficiently.
• Experience with Sage accounting systems preferred.
• Strong organizational skills with exceptional attention to detail and deadlines.
• Demonstrated ability to identify process improvements and implement practical solutions.
• Proven integrity and ability to handle confidential financial and personal information with discretion and professionalism.

Compensation & Benefits

• Annual salary: $55,000–$65,000, commensurate with experience

Comprehensive benefits package, including:

• Medical, dental, vision, and life insurance
• Company-paid short-term and long-term disability
• 401(k) with 5% company match