We are seeking the heart of our office, office manager and bookkeeper. In addition to impeccable communication skills, discretion and financial acumen, you have a sense of humor, and must be able to gracefully manage multiple work streams with tight deadlines.
You will help create a positive office environment and efficient company performance by overseeing finance, HR, legal/admin and facilities to ensure smooth day-to-day working as well as supporting our culture. As Office Manager & Bookkeeper, we expect you to work independently and proactively. Additionally, we expect you to partner with the principals and project teams, serving as a link between staff and principals when necessary, and helping the firm and individuals achieve success. Ideally, you have 5+ years financial management experience.
Location: NYC metro area. We work in a hybrid schedule in the office 3 days a week (T/W/Th), with dedicated fully remote weeks throughout the year. Benefits are detailed here.
Primary responsibilities include:
Finance: Manage all aspects of the firm’s financial activity, growing to understand the work we do and how we operate.This includes:
- Bookkeeping: be the Full Charge Bookkeeper in QuickBooks Pro
- Invoicing & Accounts Receivable
- Accounts Payable
- Financial Reporting
Timekeeping: Own Harvest and collaborate with the PM’s, running reports as needed
Human Resources: onboarding; stay and exit interviews; manage the ADP relationship; over time, develop insight into effective, people management, and begin contributing to the improvement of IOP processes and team management for employee retention and happier staff.
Facilities & Systems: support and manage office systems in collaboration with IT including email, Slack, Harvest, phone, and other systems that help the office run smoothly; oversee office maintenance.
Legal & Administrative: own the job number system across all instances, liaison with the insurance agent to ensure certificates are up to date and provided as required to clients; maintain office records for vendor, client and job files.
Align, Communicate & Coordinate: manage up; align with the Principals’ goals for the business and be an enthusiastic and vocal supporter; keep Principals informed on a weekly, monthly and quarterly basis for financial reports as well as HR issues, or other topics as defined together.
Support our Culture: Be responsible for fellow employee monthly birthday recognition (cake); facilitate Thursday Happy Hour; manage Tuesday lunches, participate in planning social events, participate in brainstorming ideas for social events, and help create a great place to work.
- 5+ years in a finance or similar office management role, preferably at a small business
- Expert organizational skills with an insane attention to detail
- A self starter who is proactive
- Excellent verbal and written communication skills; work with senior leadership directly
- Full Charge Bookkeeper: you are a QuickBooks Pro master
- You know your way around Microsoft Office, have competent Excel skills and understand One Drive and can get things done with Slack.
- Bachelor’s degree required
- Reside in the New York metropolitan area, ability to work on site hybrid
Salary range: $70,000 -$80,000 (based on years of experience and industry expertise) Benefits are detailed here.
Email email@example.com with your cover letter (why are you interested) and résumé. Do not call.
We know there are terrific candidates who may not meet every listed request or who possess important skills we haven’t listed. Don’t hesitate to apply and tell us about yourself.