Bookkeeper / Office Operations

Bookkeeper / Office Operations

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Location: New Haven County, CT

Employment Type: Full-time, on-site

Reports To: Principal / Managing Partner

About the Opportunity

A growing company in New Haven County is seeking a hands-on Bookkeeper / Office Manager for a newly created position as the business transitions its outsourced day-to-day accounting function in-house.

This is an opportunity to build the accounting infrastructure from the ground up. Including: chart of accounts, bookkeeping procedures, and financial reporting, while overseeing daily office operations and providing light administrative and HR support.

The ideal candidate enjoys creating structure, improving processes, and taking ownership. This person must be equally comfortable establishing accounting systems and handling the daily transactions and operational details that keep a business running smoothly.

Key Responsibilities

Accounting Setup & Transition

• Partner with leadership and the outside accounting firm to transition day-to-day accounting activities in-house.
• Build and implement a chart of accounts that supports the company's operations, project allocations, and reporting needs.
• Organize and validate financial records, account balances, and supporting documentation during the transition.
• Establish bookkeeping workflows, reconciliation procedures, and a consistent monthly close and reporting schedule.
• Develop practical internal controls, approval processes, and documentation standards.
• Create financial reports that give leadership clear visibility into business performance and cash flow.

Day-to-Day Bookkeeping & Financial Reporting

• Maintain the general ledger and ensure accurate, timely recording and coding of financial transactions.
• Manage accounts payable, including invoice processing, approvals, vendor records, and payment coordination.
• Manage accounts receivable, client invoicing, payment application, aging reports, and collection follow-up.
• Coordinate project billing and properly allocate related income and expenses.
• Reconcile bank accounts, credit cards, and vendor statements.
• Process employee expense reimbursements and maintain supporting records.
• Prepare monthly profit and loss statements, balance sheets, cash flow reports, and other management reports.
• Monitor cash balances and upcoming payment obligations.
• Support budgeting, forecasting, and financial analysis as needed.
• Maintain organized financial records and documentation.

Outside Accountant & Payroll Coordination

• Serve as the primary internal contact for the outside accounting firm, maintaining regular communication on financial records, reporting, and tax preparation.
• Prepare schedules and documentation for quarterly and year-end requirements.
• Coordinate payroll processing, including employee changes, deductions, reimbursements, and bonuses.
• Support year-end reporting and coordinate W-2 and 1099 preparation and distribution with the appropriate providers.
• Implement accounting and internal control recommendations from the outside CPA.

Office Operations & Light Administrative Support

• Coordinate daily office operations to maintain an organized, efficient workplace.
• Manage office supplies, purchasing, vendor relationships, and service agreements.
• Coordinate office equipment maintenance, facilities requests, and communication with the landlord or property manager.
• Track software subscriptions, renewals, and related expenses.
• Act as the internal liaison with the outside IT provider and coordinate routine technology needs.
• Maintain organized electronic files, business records, and office documentation.
• Provide occasional scheduling, meeting, travel, and event coordination support.
• Assist leadership with operational projects and administrative priorities as needed.

Light HR & Employee Administration

• Coordinate employee onboarding and offboarding paperwork.
• Maintain confidential employee, payroll, and benefits records.
• Assist with benefits enrollment and communication with outside providers.
• Track PTO and other employee leave balances.
• Coordinate equipment and system access for new and departing employees.
• Support routine employee questions and administrative updates, involving leadership or outside advisors as appropriate.

Qualifications

• Approximately 3–5+ years of hands-on bookkeeping or accounting experience, preferably in a small business or professional services environment.
• Demonstrated ability to establish a chart of accounts, accounting processes, and financial reporting from the ground up.
• Experience bringing outsourced accounting activities in-house or helping establish an internal accounting function is strongly preferred.
• Solid understanding of general ledger accounting, accounts payable, accounts receivable, reconciliations, payroll coordination, and financial statements.
• Proficiency with QuickBooks or a comparable accounting system; familiarity with or similar payment platforms is helpful.
• Strong Excel and Microsoft Office skills, with the ability to learn cloud-based business systems.
• Experience supporting office operations and basic employee administration.
• Associate's or bachelor's degree in Accounting, Business Administration, or a related field preferred.

The Right Fit

• A self-directed professional who enjoys building processes and following through on the details.
• A collaborative teammate with a "no job is too big or too small" approach.
• Highly organized, accurate, and comfortable balancing accounting priorities with daily operational needs.
• A clear communicator who works effectively with leadership, employees, vendors, and outside advisors.
• Discreet and trustworthy when handling financial and employee information.
• Adaptable and resourceful, with a willingness to identify problems and recommend practical solutions.

Why Consider This Role?

This newly created position offers direct access to leadership, a broad range of responsibilities, and the opportunity to shape how a growing company manages its accounting and office operations. xhyhwjd It is well suited to someone who enjoys ownership, variety, and seeing the tangible results of their work.