Bookkeeper and Office Administrator

Bookkeeper and Office Administrator to handle monthly finance requirements, payroll, office management, and reception duties, and to oversee operations responsibilities for a multi-floor facility.

Position Responsibilities:

Bookkeeping /Taxes/QuickBooks:

• Tightly manage AR/AP; Enter or review/complete all invoices, purchase orders, and bills in QB. Ensure every invoice and bill is correctly categorized, classified, and tagged in accordance with the company’s systems and protocols. Process payments rigorously and punctually and closely monitor all payables and receivables.
• Process payment of bills, purchase orders, invoices, and outgoing vendor payments
• Record and track all payments, credit cards transactions, and bank accounts in QuickBooks
• Reconcile month-end closing procedures (bank, credit card statements, investment accounts) in QuickBooks each month and submit to CEO
• Report/file State sales tax on a monthly and quarterly basis
• Ensure Form 1099 reporting requirements are met and adhered to
• Liaise with outside accountant (yearly taxes); assist with monthly, quarterly, and yearly financial processes and compliance, reporting to CEO

Administration / Payroll:

• Process payroll (weekly), including hours reporting, e-filing, and payroll admin tasks.
• Point person for employees with questions about hours, paychecks, etc.
• Liaise with outside IT consultant to help set up new staff members’ computers; resolve IT issues as they arise.
• Maintain filing system; petty cash; order and maintain office supplies
• Front desk reception, including answering phones and taking messages; answering the door for clients and vendors.
• Provide support to Human Resources on special projects; other ad hoc projects as needed.

Building Operations:

• Assist with building management administration including repairs scheduling, bill pay, inspections, addressing any fines, liaising with security and alarm companies, and other duties.
• Negotiate terms with service providers and vendors to reduce company expenses.

Qualifications:

• High degree of numeracy
• Bachelor’s degree preferred
• At least two years of Bookkeeping experience preferred
• Exceptional interpersonal skills; excellent oral and written communication skills
• Must take initiative/be proactive; consistent and reliable