Job Description

Job Title: Office Administrator / Bookkeeper

Location: Freeport NY

Type: Full-Time

Reports to: CFO

Overview:

We are seeking a reliable and detail-oriented Office Administrator / Bookkeeper to manage the day-to-day administrative and financial operations across two business entities. The ideal candidate will be organized, proactive, and capable of handling multiple priorities, with a strong background in bookkeeping, accounts reconciliation, and financial reporting.

Key Responsibilities:

• Perform general bookkeeping duties, including processing invoices and tracking expenses for two entities.
• Maintain accurate records by entering data into databases, organizing files, and preserving financial documentation.
• Handle correspondence with vendors and accountants, including emails and necessary follow-ups.
• Review and send Vendor PODs and Credit Requests, ensuring accuracy and completeness.
• Print and archive payroll reports; process weekly payroll taxes and 401(k) payments.
• Manage payments and reconciliations.
• Review and enter 401(k) contributions into QuickBooks (QB).
• Process payments and internal charges to associated entities.
• Prepare and record bank deposits.
• Initiate and manage ACH and check payments.
• Generate and send monthly POS reports to the accountant.
• Review open invoices in QB monthly to identify and correct errors.
• Process payments for credit card bills and inventory-related purchases.

Qualifications:

• Proven experience as a bookkeeper, office administrator, or in a similar role.
• Proficiency in QuickBooks and Microsoft Office Suite (especially Excel).
• Strong understanding of accounts payable, accounts receivable, and financial record-keeping.
• Excellent attention to detail and organizational skills.
• Ability to work independently and manage multiple priorities.
• Strong communication skills (written and verbal).
• Bilingual in English/Spanish preferred but not required.

Preferred Skills:

• Experience working with multiple entities or intercompany transactions.
• Familiarity with payroll processing and retirement plan contributions.
• Comfort with handling confidential financial information.

Compensation:

• $26-$28/hour
• 401K + Matching
• PTO
• Medical/Dental

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