Office Manager / Executive Assistant -- Bookkeeping & Front Desk

Job Description

Job Description

Office Manager / Executive Assistant — Bookkeeping & Front Desk

RBS Ventures · Piscataway, NJ · On-site, Full-time

About us: RBS Ventures is a diversified holding company with a growing portfolio spanning technology investments, hospitality, and other operating businesses. We're building out our corporate headquarters and looking for a sharp, dependable person to be both the welcoming face at the front desk and the organized engine behind our day-to-day operations and books across the portfolio.

The role: This is a hybrid seat for someone equally comfortable greeting a visitor, keeping the office running, and reconciling an AP/AR ledger. You'll own the front desk and office management while handling real bookkeeping and reporting for the holding company and its businesses — an ideal fit for an organized, numbers-comfortable professional who likes variety and wants to grow with a company that's scaling fast across multiple industries.

What you'll do

Front Desk & Office Management

• Greet visitors, answer and route calls, and be the professional first point of contact for the firm
• Keep the office running — supplies, mail, vendors, equipment, and general upkeep
• Manage executive calendars, schedule meetings, and coordinate travel

Bookkeeping & Finance

• Handle accounts payable and receivable across portfolio entities — enter, code, and process invoices and payments
• Reconcile accounts and flag discrepancies; keep clean, current records
• Prepare expense reports; track budgets; support sales-tax and month-end close
• Maintain the books in QuickBooks (or similar) with accuracy and attention to detail

Reporting & Coordination

• Pull and build reports from our systems (financials, portfolio KPIs, operating data) and do quick analysis
• Accurate, timely data entry across our platforms
• Maintain the deal/transition calendar and help keep projects and acquisitions on schedule
• Support leadership with ad-hoc research, documents, and follow-ups across the portfolio

What we're looking for

• ~3–10 years of experience blending office administration and bookkeeping/accounting
• Hands-on with QuickBooks (or comparable) and comfortable with AP/AR, reconciliations, and expense tracking
• Strong Excel/Google Sheets; quick to learn new software (reporting tools, dashboards)
• Polished, professional front-desk presence and excellent written/verbal communication
• Highly organized, detail-obsessed, discreet with confidential financial information, and able to juggle competing priorities across multiple businesses
• Reliable, on-site in Piscataway, and excited to grow with a scaling, multi-industry firm

Nice to have: experience supporting a holding company, family office, PE/VC, or multi-entity business ; exposure to payroll, sales-tax filing, or financial reporting; notary.