Bookkeeper/Administrative Assistant

Part\-Time Bookkeeper \& Administrative Assistant Interior Design Firm \| Lakeville, CT \| 15\-25 Hours per Week A busy, established interior design firm is seeking an experienced, highly organized Part\-Time Bookkeeper \& Administrative Assistant to join our small team. We are primarily looking for an experienced bookkeeper who is also a confident, proactive self\-starter. The right person will be comfortable working independently, identifying what needs to be done, taking initiative, and following tasks through to completion without requiring constant direction. This is also a client\-facing position, so strong interpersonal and communication skills are essential. The ideal candidate will be warm, professional, polished, and comfortable speaking with prospective and existing clients by phone and in person. This person will also interact regularly with vendors, our CPA, delivery teams, and other professionals representing the firm. Strong bookkeeping and QuickBooks experience are required. Experience in interior design is a plus, but not required. We can teach our design\-office and procurement processes to the right person. Bookkeeping \& Financial Responsibilities ● Maintain accurate financial records and general ledger entries for multiple business entities. ● Enter and maintain financial data in QuickBooks and internal systems. ● Verify vendor invoices against purchase orders, receipts, and supporting documentation. ● Process accounts payable and communicate with vendors regarding invoices and payments. ● Record and reconcile financial transactions, including cash receipts, disbursements, and bank activity. ● Complete monthly bank and account reconciliations and investigate discrepancies. ● Track expenses and process reimbursements accurately and on schedule. ● Support month\-end and year\-end closing activities. ● Prepare financial reports, account summaries, and cash\-flow updates for management. ● Coordinate with the firm's external CPA regarding tax documentation, financial reporting, and compliance. ● Assist with preparing and processing Forms 1099 and 1096\. ● Prepare and manage monthly and quarterly sales\-tax reporting and payments. ● Assist with quarterly estimated business and income\-tax requirements in coordination with management and the firm's CPA. ● Maintain complete and organized financial documentation, including supporting paperwork for tax and financial records. ● Protect confidential company, client, vendor, and employee information. ● Keep management informed of deadlines, discrepancies, outstanding items, and financial issues requiring attention. ● Make bank deposits as needed. Administrative \& Client Support ● Retrieve and distribute daily mail. ● Check office voicemail and return prospective\-client calls in a professional and welcoming manner. ● Schedule new\-client appointments.● Provide occasional front\-desk and general administrative support. ● Handle outgoing, incoming, and returned packages. ● Maintain organized office records and files. Procurement \& Design Office Support ● Place approved product orders and confirm specifications, pricing, availability, lead times, and other details before ordering. ● Track orders and deliveries and communicate with vendors regarding order status. ● Receive and open packages and inspect merchandise for damage, defects, or discrepancies. ● Follow up with vendors to help resolve damaged, missing, or incorrect merchandise. ● Coordinate with delivery companies and occasionally meet delivery teams at client homes to inspect deliveries and assist with placement. ● Maintain vendor and trade accounts. ● Manage resale certificates and other required vendor documentation. ● Complete applications and paperwork for new trade resources and vendor accounts. ● Maintain organized purchasing and procurement records for client projects. Required Qualifications ● Previous professional bookkeeping experience ● Strong working knowledge of QuickBooks ● Experience with accounts payable, bank reconciliations, general ledger entries, and financial record keeping. ● Familiarity with sales\-tax reporting, 1099s, and basic business tax documentation. ● Excellent organizational skills and exceptional attention to detail. ● Ability to work independently, prioritize responsibilities, and meet deadlines. ● Strong problem\-solving skills and willingness to research discrepancies and follow through until they are resolved. ● Professional written and verbal communication skills. ● Comfortable communicating with clients, vendors, accountants, and other professionals. ● High level of discretion when handling confidential financial, company, and client information. Preferred, But Not Required ● Experience in interior design, architecture, construction, or another project\-based business. ● Purchasing and procurement experience. ● Vendor and trade\-account management experience. ● Client\-facing administrative experience. The Right Person for Our Team Because we are a small interior design firm, we need someone who is comfortable wearing multiple hats and taking ownership of their role. One part of the day may involve reconciling bank accounts or preparing information for our CPA, while another may involve speaking with a prospective client, researching an order, receiving a package, or coordinating a delivery.The ideal candidate is a self\-starter who sees what needs to be done and takes initiative; is personable and confident with clients; communicates professionally by phone, email, and in person; is exceptionally organized and detail\-oriented; follows through; and is dependable, resourceful, flexible, and willing to pitch in where needed. We are looking for someone who will become a trusted and reliable part of our small team and who takes pride in helping the office run smoothly. Position Details Position: Part\-Time Bookkeeper \& Administrative Assistant Location: Lakeville, CT \- 100% in\-office; remote or hybrid work is not available. Hours: Approximately 15\-25 hours per week. Preferred Schedule: Tuesday, Thursday, and Friday. Specific days and hours can be discussed with the right candidate. Monday, Saturday, and Sunday are not available workdays. Compensation: Starting at $25/hour, with compensation commensurate with experience. To Apply Please submit your resume along with a brief introduction describing your bookkeeping experience, QuickBooks proficiency, and any relevant administrative or small\-business experience. Pay: From $25\.00 per hour Expected hours: 15\.0 – 25\.0 per week Work Location: In person