Job Description

The ideal candidate will be working directly with ownership and be responsible for handling the fundamental aspects of the firm including all financial aspects, HR, recruitment, office policies, and general office administration. This role functions as a member of the firm’s management team and is responsible for helping in the day-to-day operations. It is important that the candidate have clear communication skills, the ability to manage multiple tasks efficiently, an excellent memory for detail, and a calm demeanor. This position requires the candidate to wear multiple hats and become involved in all aspects of the firm’s business.

Financial Responsibilities include:

· Full cycle accounts payable including building monthly invoicing in QuickBooks, reviewing invoices with ownership, making sure all proposal billing is included, and sending invoices out for review and payment.

· All accounts receivable including processing client payments and follow up on client collections.

· Manage accounts payable by processing vendor invoices, issuing payments, and reconciling statements

· Maintain the general ledger by posting journal entries and ensuring proper coding

· Prepare appropriate schedules and reports as requested by clients and ownership in Excel.

· Creating budgets and analyzing variances/trends for increased efficiency and profitability.

· Assist firm’s outside accountant with preparation of general financial statements and reports.

· Post payroll with our 3rd party PEO vendor firm.

· Make bank deposits.

· Monitor and track company expenses, ensuring compliance with budgetary guidelines and including credit card reconciliation.

· Ensure compliance with accounting standards, company policies, and relevant regulations

· Maintain the confidentiality of financial information and sensitive data

· Identify and resolve discrepancies or issues in financial records

· Collaborate with other team members and departments as needed Skills and Competencies

· Collaborate with firm’s Accountant for tax payments and return preparation.

· Manage and track in Excel the Vendor/Consultant contracts with firm.

HR Administrator Responsibilities include:

· High empathy for others and desire to interact with staff and aid in HR functions

· Organizing, maintaining, and promoting our work culture.

· Create and maintain office operations and procedures

· Assisting project team by facilitating all QuickBooks requests for project tracking and billable versus actual dollars spent.

· Excellent client care.

· Collaborate with the firm’s PEO vendor for HR policy, benefit management, and employee data and record keeping.

· Recruitment tasks such as writing and posting job ads, screening resumes, and introductory phone interviews.

· Overseeing the onboarding of new employees.

· Collaborate with outside vendors including IT services, printing, messengers, etc.

· Updating and maintaining internal databases, subscriptions, licenses, etc.

· General administration and Office Upkeep such as answering phones (partners only), ordering supplies, filing/archiving, and maintaining office function and appearance

• · Assist with room preparations and removals after vendor luncheon-n-learns in conference.

Qualifications

· Organizing, maintaining, and promoting our work culture

· Strong organizational, communication skills (Verbally and Virtually) and able to assist with what is needed around the office .

· Ability to work in office full-time

· Unafraid to ask for help or solicit feedback

· Ability to adapt and change priorities in a fast-paced environment

· Be proactive and have the ability to work independently

· BA/BS degree and 10+ years’ office experience, preferable in a AEC environment

· At least 8 solid years’ experience with QuickBooks

· Fluent in Microsoft Office (excellent Excel skills) and other common office software

· New York/Tri-State area resident preferred.

. Be a U.S. citizen, or already possess a work visa for working in the U.S.

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