Bookkeeper & Administrative Assistant
Position Summary
We are seeking an experienced, highly organized, and self-motivated Bookkeeper & Administrative Assistant to provide bookkeeping and administrative support across multiple privately held companies and business interests.
The primary focus of this position will be maintaining accurate financial records in QuickBooks, completing routine reconciliations, organizing financial documentation, and preparing monthly financial reports for multiple business entities. In addition to bookkeeping responsibilities, this individual will provide administrative support to the business owner, including calendar management, travel coordination, email organization, document management, and special projects.
This position is ideal for someone who is comfortable working independently, managing multiple priorities, and taking ownership of their responsibilities with minimal day-to-day supervision. Because the position will have access to sensitive business, financial, and personal information, a high degree of discretion, integrity, and confidentiality is essential.
Key Responsibilities
Bookkeeping & Financial Administration
Bookkeeping and financial administration will serve as the primary responsibility of this position.
- Maintain accurate and up-to-date financial records in QuickBooks for multiple companies and business entities.
- Retrieve and organize monthly bank, credit card, loan, and other financial statements.
- Import and/or enter transactions into QuickBooks.
- Review and properly categorize transactions.
- Reconcile bank, credit card, and other financial accounts on a regular basis.
- Research and resolve routine discrepancies and identify items requiring additional review.
- Maintain organized supporting documentation for financial transactions.
- Prepare monthly Profit & Loss Statements and Balance Sheets for each assigned business entity.
- Provide monthly financial reporting packages to the business owner for review.
- Identify significant variances, unusual transactions, missing documentation, or other items requiring attention.
- Maintain organized financial records for tax preparation and year-end reporting.
- Coordinate with accountants, CPAs, financial institutions, and other outside professionals as needed.
- Assist with gathering financial information and documentation requested by accountants, lenders, or other authorized parties.
- Maintain strict confidentiality regarding company finances, banking information, investments, compensation, and other sensitive financial information.
Administrative Support
In addition to bookkeeping responsibilities, this position will provide administrative support to the business owner and affiliated companies.
- Maintain calendars and assist with scheduling meetings, appointments, calls, and other commitments.
- Coordinate business and personal travel arrangements, including flights, hotels, transportation, and itineraries.
- Monitor and organize incoming emails and communications as requested.
- Identify and prioritize communications requiring the owner's attention.
- Prepare summaries of important communications and outstanding action items when needed.
- Draft routine correspondence and communications.
- Maintain organized electronic records and documentation across multiple businesses.
- Track important deadlines, renewals, appointments, commitments, and follow-up items.
- Assist with gathering information and conducting basic research for business opportunities, purchases, investments, or special projects.
- Coordinate with vendors and outside service providers as needed.
- Complete other administrative and special projects as assigned.
Required Qualifications
- Demonstrated proficiency with QuickBooks.
- Previous bookkeeping experience, including transaction entry, account reconciliation, and financial reporting.
- Ability to prepare and understand basic financial statements, including Profit & Loss Statements and Balance Sheets.
- Strong understanding of basic bookkeeping and accounting principles.
- Strong proficiency with Microsoft Office, particularly Excel, Outlook, and Word.
- Excellent organizational and time-management skills.
- High level of attention to detail and accuracy.
- Ability to manage financial information for multiple business entities simultaneously.
- Ability to work independently with minimal supervision.
- Strong written and verbal communication skills.
- Sound judgment and problem-solving ability.
- Ability to appropriately handle confidential financial, business, and personal information.
Preferred Qualifications
- 3+ years of bookkeeping or related accounting experience.
- Experience maintaining QuickBooks for multiple companies or business entities.
- Experience working with privately held businesses, real estate holdings, investment entities, or entrepreneurial organizations.
- Previous experience providing administrative support to a business owner, President, CEO, or senior executive.
- Experience coordinating directly with CPAs and outside accountants.
- Associate's or bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent relevant experience will be considered.
Ideal Candidate
The ideal candidate:
- Is an experienced bookkeeper who takes pride in maintaining accurate and organized financial records.
- Is self-motivated, disciplined, and comfortable working without constant supervision.
- Takes ownership of responsibilities and follows tasks through to completion.
- Can manage the financial records of multiple companies without becoming disorganized.
- Proactively identifies missing information, discrepancies, deadlines, and potential problems.
- Is comfortable researching routine issues independently before requesting assistance.
- Can transition between detailed financial work and administrative responsibilities.
- Understands when an issue can be handled independently and when it should be escalated.
- Communicates clearly and provides concise information to help the owner make decisions.
- Understands the importance of discretion when working with sensitive financial and personal information.
Confidentiality & Employment Requirements
Due to the nature of this position, the selected candidate will have access to confidential business, financial, banking, investment, and potentially personal information.
Employment will be contingent upon:
- Successful completion of an appropriate background check.
- Execution of a Non-Disclosure Agreement (NDA).
- Execution of a Confidentiality Agreement.
- Continued compliance with applicable confidentiality, information-security, and records-management requirements.
Unauthorized disclosure or misuse of confidential information may result in disciplinary action up to and including termination of employment, subject to applicable law.
Position Details
Position: Bookkeeper & Administrative Assistant
Status: Full-Time
Work Arrangement: In-Person
Pay: $21.63 - $26.44 per hour
Work Location: In person
