Bookkeeper/Administrative Assistant

MAKIARIS MEDIA is a leading media buying, planning, and consulting advertising agency based in Rocky Hill, CT. We’re a collaborative, forward-thinking team that values a positive culture, creative problem-solving, and continuous learning.

We’re looking for an energetic, detail-driven professional with experience in full charge bookkeeping to join us as our Bookkeeper/Admin. This role supports the owner and plays a key part in ensuring the financial health of the company.

As a member of our team, the Bookkeeper/Admin brings strong bookkeeping and financial management skills, including maintaining accurate financial records, executing core accounting functions, posting revenue, managing high-volume accounts payable/receivable, and performing reconciliations to support general ledger integrity. You’ll also prepare monthly and quarterly financial reports and oversee day-to-day financial activity to ensure accuracy and compliance.

On the admin side, success in this role requires strong tech proficiency, excellent attention to detail, a commitment to quality, and the ability to thrive in a fast-paced, deadline-driven environment. You’ll collaborate across teams, represent leadership with professionalism, and consistently deliver polished, reliable work.

ESSENTIAL FUNCTIONS

Financial Operations

·        Manage Accounts Payable and Accounts Receivable, including entering purchase orders, paying bills, checking media invoices, sending invoices, and tracking A/P and A/R.

·        Oversee media invoice workflow, troubleshoot discrepancies, and support reconciliation of media activity.

·        Maintain, balance, and update the general ledger in QuickBooks Online, ensuring accuracy and compliance.

·        Download, enter, and categorize checking and credit card transactions in QuickBooks Online.

·        Organize, review, and post summarized revenue, purchase receipts, recurring vendor bills, and purchases.

·        Process monthly bank and credit card reconciliations across all accounts.

·        Complete media reconciliations and assist with month-end close, including adjusting journal entries and monthly accruals.

·        Prepare month-end financial statements, monthly and quarterly management reports, and other ad hoc financial reports as needed.

·        Prepare sales tax reports and other regulatory filings.

·        Maintain organized and audit-ready financial records, receipts, and supporting documentation.

·        Report directly to the owner, providing timely financial insights and updates.

Administrative

Maintain and regularly update client contact databases, internal records, and organizational documentation.

·        Handle sensitive information with discretion and ensure all company files, manuals, and documentation are properly maintained.

·        Execute annual business insurance renewals (liability, property, etc.) and ensure compliance with required licenses, registrations, and certifications.

·        Serve as the primary IT liaison, coordinating with vendors for equipment, software, troubleshooting, and ongoing support.

·        Coordinate office needs including supply ordering, equipment maintenance to support smooth day-to-day operations.

• Coordinate employee benefit programs including medical, dental, vision
• Conduct onboarding processes, ensuring accurate completion of all new-hire documentation.
• Maintain employee records with strict confidentiality and compliance.

Technical Knowledge & Skills

• Strong knowledge of general accounting principles & practices.
• Knowledge of QuickBooks Online is an absolute must.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills, including proofreading accuracy.
• Demonstrated initiative, sound judgment, and ability to work both independently and collaboratively. Problem solving abilities.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Excellent attention to detail.
• Proven ability to handle sensitive and confidential matters with professionalism.

Education & Experience

• Only those with 5 years of hands-on, full charge bookkeeping experience should apply (experience in an advertising or marketing agency is a plus).

This is a part-time position – Tuesday, Wednesday and Thursday  9a-5pm

Position is on-site but can gradually move to a hybrid opportunity over time. We are a fast-paced, high energy, fun and friendly environment where we promise no two days will be the same.

Rate will commensurate with experience

Please send resume, cover letter and salary requirements.