Part-Time Administrative Assistant/Bookkeeper

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Our client, an award-winning architecture and interiors firm located in the Financial District, is seeking a Temporary-to-Permanent Part-Time Administrative Assistant/Bookkeeper to support their Operations Manager. This is a highly flexible, behind-the-scenes role focused on administrative support, data entry, light bookkeeping, and office operations. The ideal candidate is organized, detail-oriented, and comfortable handling confidential information. The role is primarily remote and will total approximately 20 hours per week. Tuesday through Thursday are mandatory working days, and the hours can be divided between those three days or spread throughout the full week. Preferred working hours are 10am-2pm, but the client is flexible within a 9am-5pm window. Candidates are welcome to work from the office when the hiring manager is onsite. Compensation is up to $30/hour while temping and will pay up to $65K once permanent.

Responsibilities

• Assist Director of Operations with financial data
• Accounts Payable
• Process vendor bills and reimbursements. Collect and file receipts.
• Create and process expense reports for firm staff
• Accounts Receivable
• Create billing reports and invoices monthly for clients
• Record customer payments and deposits
• Assist with month-end close activities
• Support Director of Operations with HR documentation
• Organize and maintain on-boarding documents for new hires
• Organize and maintain Annual Review
• Assist with and maintain internal Excel/Google Sheet staffing processes
• Facilitates and executes Archival process and maintenance for our NJ storage facility
• Facilitates and assists with contract templates and DocuSigns for projects
• Coordinates with internal team and outside vendors
• Acts as back up for in-person tasks for on-site admin team – will be coordinated in advance

Qualifications

• Bookkeeping experience, specifically with a strong command of QuickBooks Online
• Proficiency in Microsoft Excel, Outlook, and Google Sheets
• Strong organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to work independently and maintain deadlines while in a hybrid office environment

Goals and Expectations

• Complete all tasks accurately and on schedule
• Communicate clearly and proactively with team
• Maintain confidentiality and integrity in handling financial and personal data
• Represent the professional and values of the firm in all interactions

A1474389NY-Temp_1789486754

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