Bookkeeper/Office Manager

About the role

The organization operates in the independent investigations, business intelligence, and risk management sector, based in Westchester County, NY. It addresses challenges related to managing complex risk and investigative needs by providing specialized services that support client security and intelligence requirements. The BOOKKEEPER/OFFICE MANAGER role is designed to support the organization’s financial and operational infrastructure as it scales. This position is crucial for maintaining accurate financial records, managing billing processes, and overseeing operational functions such as onboarding and scheduling. The role contributes by ensuring smooth daily operations and supporting a high-performance culture within the team.

Responsibilities

• Maintain accurate financial records using QuickBooks Online
• Manage accounts payable, receivable, and expense tracking
• Prepare financial reports and assist with budgeting and forecasting
• Generate and manage client invoices through Clio billing software
• Prepare and handle sales tax filings
• Process bi-weekly payroll via ADP Run ensuring compliance
• Coordinate with accountants for tax filings and financial compliance
• Oversee administrative operations and internal processes
• Maintain state licensing compliance and renewals
• Schedule investigative and security assignments and manage team availability
• Review insurance policies, applications, and audits
• Maintain and improve office systems, tools, and documentation
• Coordinate equipment, software access, and resources for team members
• Provide administrative, facilities, and IT-related support for NY office staff
• Lead new employee onboarding, including paperwork, orientation, and system setups
• Maintain personnel records and support internal HR communications
• Assist in fostering a positive remote or hybrid work culture

Requirements

• Associate or bachelor’s degree
• Minimum 5 years bookkeeping and office management experience, preferably in small to medium businesses or professional services
• Advanced proficiency with QuickBooks Online
• Experience with Clio or similar billing software for hourly billing/time tracking
• Strong organizational skills and discretion handling sensitive information
• Comfortable managing scheduling and workflows for a distributed team
• Proactive, resourceful, and solutions-oriented
• Excellent time management and communication skills
• Ability to prioritize tasks and manage multiple projects
• Self-starter mentality
• Fluency in an additional language is desired but not required

Pay

Compensation ranges from $80,000 to $100,000, dependent on role specifics, location, qualifications, experience, skills, and certifications.

Benefits

Remote work arrangements