Full-Time Office Admin

Job Description

Job Description

About Us

Home Care Maintenance Company (HCMC Inc.) is a premier Property & Estate Management firm in the Hamptons, with over 20 years of experience providing exceptional service. Our team is known for professionalism, responsiveness, and meticulous attention to detail while managing luxury homes and properties throughout the Hamptons.

Position Available: Full-Time Bookkeeper / Office Manager

HCMC is seeking an experienced, highly organized Full-Time Bookkeeper / Office Manager to oversee the company's day-to-day bookkeeping and office operations.

The ideal candidate will have strong accounting and organizational skills, be comfortable managing multiple responsibilities independently, and have experience working with QuickBooks. This position requires someone who is detail-oriented, dependable, proactive, and capable of keeping financial and administrative operations organized in a fast-paced environment.

Key Responsibilities

• Manage Accounts Payable, including reviewing, entering, coding, and processing vendor invoices and scheduling payments
• Manage Accounts Receivable, including invoicing, recording payments, monitoring outstanding balances, and following up on receivables
• Process and maintain payroll, including employee hours, payroll records, deductions, and related documentation
• Perform bank and credit card reconciliations and research/resolve discrepancies
• Maintain accurate and up-to-date financial records in QuickBooks
• Review financial activity and maintain supporting documentation for transactions
• Maintain vendor records, W-9s, certificates of insurance, and other required documentation
• Coordinate with accountants and other financial professionals as needed
• Assist with financial reporting and provide requested bookkeeping records and documentation
• Oversee general office organization, administrative procedures, records, and filing systems
• Manage the company's vehicle fleet, including registrations, insurance documentation, inspections, maintenance/service schedules, and related records
• Monitor recurring company expenses, subscriptions, utilities, and vendor accounts
• Maintain organized digital records on the company's shared drive as well as required hard-copy files
• Assist management with day-to-day office operations and special projects
• Communicate with vendors, employees, clients, and management regarding financial and administrative matters
• Identify discrepancies or issues and bring them to management's attention promptly
• Answer client and vendor calls concerning payments

Qualifications

• Prior bookkeeping and/or office management experience required
• Strong working knowledge of QuickBooks Online and/or QuickBooks Desktop
• Experience with Accounts Payable, Accounts Receivable, payroll, and bank reconciliations
• Proficiency in Microsoft Excel, Outlook, and general Microsoft Office applications
• Strong understanding of basic bookkeeping and accounting principles
• Excellent organizational skills and attention to detail
• Ability to manage multiple deadlines and changing priorities
• Strong problem-solving and follow-through skills
• Ability to work independently while collaborating with management and other team members
• Professional written and verbal communication skills
• Ability to maintain confidentiality when handling financial, employee, and company information
• Dependable, self-motivated, and proactive

Job Details

Schedule: Monday through Friday, 8:00 AM – 4:30 PM
Employment Type: Full-Time
Compensation: $60,000-75,000 Yearly
Benefits: 401(k), health benefits, paid vacation, paid holidays, and bonuses

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