Part-Time Administrative Assistant/Bookkeeper

Beacon Hill Staffing Group, LLC; New York (NY); Hybrid; USD 30,000 - 65,000; Part time

Job summary

Beacon Hill is seeking a Temporary-to-Permanent Part-Time Administrative Assistant/Bookkeeper to support the Operations Manager for an award-winning architecture and interiors firm in the Financial District. This role focuses on administrative support, data entry, light bookkeeping, and office operations, totaling about 20 hours per week.

The assignment is primarily remote; Tuesday through Thursday are mandatory, with hours flexible within a 9am–5pm window and the option to work from the office

Qualifications

• Experience with bookkeeping and data entry.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Assist Director of Operations with financial data
• Accounts Payable: process vendor bills and reimbursements; file receipts
• Create and process expense reports for staff
• Accounts Receivable: prepare billing reports and invoices; record payments

Skills

Organizational skills

Written and verbal communication

Independence

Tools

QuickBooks Online

Microsoft Excel

Outlook

Google Sheets

Job description

About Beacon Hill

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing.

Client

Our client, an award-winning architecture and interiors firm located in the Financial District, is seeking a Temporary-to-Permanent Part-Time Administrative Assistant/Bookkeeper to support their Operations Manager. This is a highly flexible, behind-the-scenes role focused on administrative support, data entry, light bookkeeping, and office operations. The ideal candidate is organized, detail-oriented, and comfortable handling confidential information. The role is primarily remote and will total approximately 20 hours per week. Tuesday through Thursday are mandatory working days, and the hours can be divided between those three days or spread throughout the full week. Preferred working hours are 10am-2pm, but the client is flexible within a 9am-5pm window. Candidates are welcome to work from the office when the hiring manager is onsite. Compensation is up to $30/hour while temping and will pay up to $65K once permanent.

Responsibilities

• Assist Director of Operations with financial data
• Accounts Payable: Process vendor bills and reimbursements. Collect and file receipts.
• Create and process expense reports for firm staff
• Accounts Receivable: Create billing reports and invoices monthly for clients. Record customer payments and deposits.
• Assist with month-end close activities
• Support Director of Operations with HR documentation
• Organize and maintain on-boarding documents for new hires
• Organize and maintain Annual Review
• Assist with and maintain internal Excel/Google Sheet staffing processes
• Facilitates and executes Archival process and maintenance for our NJ storage facility
• Facilitates and assists with contract templates and DocuSigns for projects
• Coordinates with internal team and outside vendors
• Acts as backup for in-person tasks for on-site admin team - will be coordinated in advance

Qualifications

• Bookkeeping experience, specifically with a strong command of QuickBooks Online
• Proficiency in Microsoft Excel, Outlook, and Google Sheets
• Strong organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to work independently and maintain deadlines while in a hybrid office environment

Goals and Expectations

• Complete all tasks accurately and on schedule
• Communicate clearly and proactively with team
• Maintain confidentiality and integrity in handling financial and personal data
• Represent the professional and values of the firm in all interactions

Equal Opportunity Statement

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California Fair Chance

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .

Benefits

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you. Beacon Hill. Employing the Future (TM)