About Us
Smart Haven Lifestyle (SHL) is a high-end smart home integration company specializing in automation, AV systems, lighting control, motorized shading, networking, and custom residential technology solutions. We pride ourselves on exceptional client service, technical excellence, and delivering luxury technology experiences to a discerning client base.
The Role
We're looking for an experienced, highly accountable Bookkeeper to own SHL's day-to-day financial operations. This is a hands-on, ownership role — we need someone who tracks their own open items, follows through on deadlines without reminders, and flags problems the moment they surface rather than letting them sit. Occasional administrative support to leadership rounds out the role, but the core of the job is keeping our books accurate, current, and audit-ready at all times.
Bookkeeping experience is required — this is not an entry-level or administrative-first position.
What Success Looks Like
The right person in this seat:
- Closes out assigned tasks by their deadline, or proactively communicates in advance if something will slip — never lets a due date pass silently
- Verifies vendor and client claims (payment confirmations, call logs, promised timelines) rather than passing along unconfirmed information
- Escalates blockers immediately instead of quietly re-sending the same email and waiting
- Keeps a running, visible system for tracking renewals, past-due invoices, and recurring deadlines — no lost invoices, no missed filings
- Takes initiative to learn a new process (e.g., building a BOM, reconciling a vendor order) rather than deferring the task back to leadership
- Communicates status clearly and proactively, especially on anything client-facing or revenue-impacting
ResponsibilitiesBookkeeping & Accounting (Primary Responsibility)
- Manage all day-to-day bookkeeping in QuickBooks Online
- Maintain accurate financial records and general ledger entries
- Process Accounts Payable, including vendor bills, credit card transactions, expense reports, and vendor credits
- Manage Accounts Receivable, including client invoicing, deposits, payment applications, and collections
- Prepare invoices for proposals, change orders, progress payments, service calls, and recurring subscriptions
- Reconcile bank accounts, credit cards, and vendor statements monthly
- Monitor outstanding receivables and professionally, persistently follow up on overdue invoices until resolved
- Track deposits, retainers, refunds, and outstanding vendor balances
- Own subscription and renewal tracking end-to-end, including setting and maintaining calendar reminders
- Assist with monthly and year-end financial closing procedures
- Prepare financial reports for management, including cash flow summaries, revenue tracking, and budget reporting
- Support external CPA during month-end, year-end, and sales tax filings — including meeting filing deadlines without prompting
- Maintain vendor records, payment terms, purchasing documentation, and reconcile purchase orders
- Assist with payroll administration by reviewing employee timesheets, PTO, overtime, reimbursements, and job costing
- Track equipment purchases, vendor credits, RMAs, and inventory-related financial transactions
- Maintain organized financial documentation for audits and internal reporting
- Licensed Notary Public is a plus
Administrative Support (Secondary Responsibility)
- Answer phones and assist with general office administration as needed
- Maintain organized digital and physical filing systems
- Assist leadership with scheduling and document preparation
- Coordinate incoming mail and office correspondence
- Provide occasional administrative support for special projects
QualificationsRequired
- Minimum 2 years of QuickBooks Online experience
- Strong knowledge of Accounts Payable and Accounts Receivable
- Experience performing monthly bank and credit card reconciliations
- Demonstrated track record of meeting recurring deadlines independently (e.g., filings, reconciliations, renewals) without needing follow-up reminders
- Excellent organizational skills and attention to detail
- Strong understanding of bookkeeping principles
- Ability to manage multiple priorities while maintaining accuracy
- Professional, proactive communication skills — comfortable raising issues before they become problems
- Proficiency with Microsoft Office (Excel, Outlook, Word)
Preferred
- Experience with project-based or construction-style accounting
- Experience with job costing
- Experience reconciling purchase orders
- Familiarity with D-Tools Cloud or similar project management software
- Licensed Notary Public
Benefits
- 401(k)
- Health Insurance
- Dental Insurance
- Vision Insurance
- Paid Time Off
- Paid Sick Time
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- How many years of QuickBooks Online experience do you have?
- Have you independently managed both Accounts Payable and Accounts Receivable, including owning a recurring deadline (e.g., monthly filings or reconciliations) end-to-end?
- Have you performed monthly bank and credit card reconciliations?
- Have you worked with project-based billing or job costing? If yes, please describe your experience.
- Describe a time you had to follow up on an overdue invoice or unresolved vendor issue that wasn't going anywhere. What did you do, and how did you escalate it?
- Tell us about a time you caught a mistake or inconsistency (yours or someone else's) before it became a bigger problem. How did you handle it?
Ability to Commute:
- Woodside, NY 11377 (Required)
Work Location: In person
