Full Charge Bookkeeper

Full Charge Bookkeeper / HR Manager

Location: New York, NY (Onsite)

Schedule: MondayFriday, 9:00 AM 6:00 PM

Employment Type: Full-Time, Permanent

Salary Range: $95,000 $100,000

About the Role

We are seeking a highly organized and experienced Full Charge Bookkeeper with strong HR administration skills to join our architecture firm. This dual-role position is ideal for someone who thrives in a fast-paced, collaborative environment and is passionate about both financial accuracy and fostering a positive workplace culture.

Key Responsibilities

Accounting & Finance

• Manage full-cycle accounts payable and receivable using QuickBooks
• Build and send monthly invoices, ensuring proposal billing is complete
• Reconcile vendor statements and issue payments
• Maintain the general ledger and post journal entries
• Prepare financial reports and schedules in Excel (including pivot tables)
• Assist external accountant with financial statements and tax prep
• Monitor company expenses and reconcile credit card statements
• Post payroll via ADP and coordinate with our PEO vendor
• Create budgets and analyze trends for operational efficiency
• Ensure compliance with accounting standards and internal policies

Human Resources & Office Administration

• Support HR functions including benefits administration, onboarding, and recruitment
• Maintain employee records and collaborate with PEO on HR policies
• Promote and maintain a positive office culture
• Assist project teams with QuickBooks tracking for billable hours
• Coordinate with external vendors (IT, printing, etc.)
• Manage office operations including supplies, phones (partners only), and general upkeep
• Prepare conference rooms for vendor presentations and events

Ideal Candidate Profile

• BA/BS degree with 10+ years of office experience, in the AEC industry
• Minimum 5 years of QuickBooks experience
• Proficient in Microsoft Office, especially Excel
• Experience with ADP payroll software
• Strong verbal and virtual communication skills
• Highly organized, proactive, and adaptable
• Comfortable working onsite full-time

Why Join Us?

• Be part of a dynamic architecture firm managing over 100 projects annually
• Work closely with leadership and contribute to business growth
• Enjoy a collaborative and professional work environment

The pay range for this position is $95000.00 - $100000.00/yr.

Financial responsibilities include:

Full cycle accounts payable including building monthly invoicing in QuickBooks, reviewing invoices with ownership, making sure all proposal billing is included, and sending invoices out for review and payment.

All accounts receivable including processing client payments and follow up on client collections.

Manage accounts payable by processing vendor invoices, issuing payments, and reconciling statements.

Maintain the general ledger by posting journal entries and ensuring proper coding.

Prepare appropriate schedules and reports as requested by clients and ownership in Excel.

Creating budgets and analyzing variances/trends for increased efficiency and profitability.

Assist firm's outside accountant with preparation of general financial statements and reports.

Post payroll with our 3rd party PEO vendor firm.

Make bank deposits.

Monitor and track company expenses, ensuring compliance with budgetary guidelines and including credit card reconciliation.

Ensure compliance with accounting standards, company policies, and relevant regulations.

Maintain the confidentiality of financial information and sensitive data.

Identify and resolve discrepancies or issues in financial records.

Collaborate with other team members and departments as needed.

Skills and competencies:

Collaborate with firm's Accountant for tax payments and return preparation.

Manage and track in Excel the Vendor/Consultant contracts with firm.

HR Administrator responsibilities include:

High empathy for others and desire to interact with staff and aid in HR functions.

Organizing, maintaining, and promoting our work culture.

Create and maintain office operations and procedures.

Assisting project team by facilitating all QuickBooks requests for project tracking and billable versus actual dollars spent.

Excellent client care.

Collaborate with the firm's PEO vendor for HR policy, benefit management, and employee data and record keeping.

Recruitment tasks such as writing and posting job ads, screening resumes, and introductory phone interviews.

Overseeing the onboarding of new employees.

Collaborate with outside vendors including IT services, printing, messengers, etc.

Updating and maintaining internal databases, subscriptions, licenses, etc.

General administration and Office Upkeep such as answering phones (partners only), ordering supplies, filing/archiving, and maintaining office function and appearance.

Assist with room preparations and removals after vendor luncheon-n-learns in conference.

Workplace Type: This is a fully onsite position in New York,NY.

Application Deadline: This position is anticipated to close on Nov 4, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.