Bookkeeper/Office Manager at PKF O'Connor Davies TalentConnect in White Plains, NY

Job description

• My client, a independent investigations, business intelligence, and risk management firm located in Westchester County, NY is seeking a highly organized, tech-savvy, and discreet Bookkeeper/Office Manager to help support our financial and operational infrastructure as we scale.
• This is an exciting opportunity for someone who thrives in a fast-paced, professional environment and enjoys taking ownership of systems, processes, and outcomes.

Responsibilities

• The Bookkeeper/Office Manager will be responsible for managing day-to-day financial operations using QuickBooks Online, ensuring accurate client billing via Clio, and supporting the firm’s operational needs — from new employee onboarding to scheduling project assignments. This role is integral to keeping our team running smoothly and supporting a high-performance culture.
• ▪ Maintain accurate financial records in QuickBooks Online
• ▪ Manage accounts payable and receivable, reconcile accounts, and track expenses
• ▪ Prepare financial reports and assist with budgeting and forecasting
• ▪ Generate and manage client invoices using Clio billing software
• ▪ Prepare and handle Sales Tax filings
• ▪ Process bi-weekly payroll through ADP Run, ensuring accuracy and compliance with all state and federal requirements
• ▪ Coordinate with accountants for tax filings and financial compliance
• ▪ Oversee administrative operations and ensure effective internal processes
• ▪ Maintain state licensing compliance/renewals
• ▪ Scheduling of investigative/security assignments and team availability
• ▪ Insurance policy reviews, applications, and audits
• ▪ Maintain and improve office systems, tools, and documentation
• ▪ Coordinate equipment, software access, and other resources for team members
• ▪ Provide support to the staff as needed pertaining to any administrative, facilities or technology-related issues; serve as first point of contact for IT-related needs for the NY office staff.
• ▪ Lead new employee onboarding, including new hire paperwork and orientation, systems access, IT/equipment and software setup, and team integration, and other ad hoc requests as needed.
• ▪ Maintain personnel records and support internal HR communications
• ▪ Assist with maintaining a positive and collaborative remote or hybrid work culture

Requirements

• ▪ Associate or bachelor’s degree.
• ▪ 5+ years of bookkeeping and office management experience, preferably working in a small to medium size business; experience in a law firm or professional services firm preferred
• ▪ Advanced proficiency with QuickBooks Online
• ▪ Experience using Clio or similar professional billing software (legal or consulting with hourly billing/time tracking context preferred)
• ▪ Strong organizational skills, attention to detail, and discretion with sensitive information
• ▪ Comfortable with scheduling and managing workflows for a distributed team
• ▪ Proactive, resourceful, and solutions-oriented mindset
• ▪ Excellent organization and time management skills.
• ▪ Strong verbal and written communication skills.
• ▪ Strong work ethic with a can-do attitude.
• ▪ Ability to prioritize tasks and manage multiple projects simultaneously.
• ▪ Self-starter mentality; proactive mindset.
• * Fluency in another language in addition to English is desired but not required.

Skills

Required

• Strong organizational skills
• Attention to detail
• Discretion with sensitive information
• Strong work ethic with a can-do attitude

Benefits

• The compensation for this position ranges from $80,000.00 - $100,000.00. Actual compensation will be dependent upon the specific role, office location as well as the individual’s qualifications, experience, skills and certifications.