Office and Bookkeeping Assistant

Clarity Recruiting; New York (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

Lighting Design Co. in Soho is seeking an Administrative and Finance Assistant to support administrative, bookkeeping, and operational needs. You will assist with billing, expense tracking, and office operations while liaising with leadership and the design team.

The role requires a Bachelor's degree and 1–3 years in an office environment, with strong organizational and communication skills. This is an on-site position in New York City.

Qualifications

• Bachelor's degree required.
• 1–3 years of administrative or corporate experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and/or Google Workspace.

Responsibilities

• Manage the main phone line, greet visitors, and coordinate mail and deliveries.
• Coordinate shipping, meetings, and office events.
• Maintain office records and supplies, and assist billing and expenses.
• Enter expenses and timesheets into the accounting system and track submissions.
• Coordinate with IT and building management on office needs.
• Assist with onboarding, including desk and equipment setup.

Skills

Organizational skills

Written and verbal communication

Multi-tasking

Independence

Microsoft Office / Google Workspace

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Job description

Our client, a lighting design company in Soho, is looking to hire an Administrative and Finance Assistant to provide administrative, bookkeeping, and operational support to ensure the smooth day-to-day functioning of the office. This role will support leadership and the design team with office operations, billing, expense tracking, technology coordination, and general administrative needs.

Administrative and Office Support

• Manage the main phone line, greet visitors, and coordinate incoming mail, packages, and deliveries.
• Coordinate shipping, messenger services, and general office needs.
• Coordinate meetings and office events, including setup, cleanup, and supplies.
• Maintain office and kitchen supplies and coordinate regular restocking.
• Maintain office records and administrative files.
• Coordinate with building management and IT providers on office needs and issues.
• Assist with employee celebrations, holiday gifts, and office initiatives.
• Assist with monthly billing, including invoice preparation, supporting documentation, and maintaining organized billing records.
• Enter expenses and timesheets into the accounting system and follow up on outstanding submissions.
• Prepare overtime reports and complete weekly check deposits.
• Coordinate with leadership on expense classification and maintain accurate receipt and expense records.
• Participate in recurring billing and marketing coordination meetings.

Technology and Systems Support

• Serve as a liaison with external IT and telecommunications providers.
• Submit and track IT support requests and coordinate resolutions.
• Maintain software, license, and technology records.
• Coordinate employee technology setup, equipment returns, and phone changes.
• Assist with onboarding, including desk and equipment setup.

Requirements

• Bachelor's degree required.
• 1-3 years of relevant administrative or corporate experience; open to recent graduates with internship experience in a corporate setting.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office and/or Google Workspace.
• Self-motivated, proactive, and comfortable working independently.
• Interest in building experience across finance, administration, and office operations.