Job Description

Meticulous full-charge bookkeeping for an award-winning architecture firm

Create Architecture That Matters.

Are you a bookkeeper who takes pride in books that close cleanly every month? Do you enjoy owning accounts payable and accounts receivable from the first invoice to the final payment? Are you energized by accuracy, order, and doing things right the first time?

If you are driven to keep a boutique, high-performing firm's finances clear and current, we invite you to join our team.

About the Company

The company improves the built world one building at a time. From its studios in New York City and Katonah, New York, it designs higher-education, civic, cultural, commercial, residential, and public-sector projects throughout the United States and abroad.

The company designs architecture that enriches the human spirit and improves daily life. It studies how people move, work, gather, and experience a place, then translates those specific observations into architecture that is easy to use and beautiful to look at.

The company seeks clients with a clear mission. It unites functional clarity, high performance, technical innovation, and craftsmanship. It integrates planning, structure, building systems, and materials to make buildings intuitive, comfortable, durable, energy-efficient, and adaptable. Through critical thinking and close collaboration, it leads project teams toward sustainable solutions that meet budget and schedule requirements, creating architecture that reflects its time and feels as though it has always been there.

Responsibilities

The Bookkeeper will manage the firm's books in QuickBooks Online and oversee all aspects of accounts payable and accounts receivable. This role works directly with the Principal, who retains sole authority to approve and release payments.

• Maintain the firm's books in QuickBooks Online Advanced: enter and code transactions, reconcile bank and credit card accounts monthly, and keep the ledger current and audit-ready.
• Track revenue and expenses by project: set up every project and subproject in QuickBooks, code every transaction to it, and report each project's fee, consultant costs, amounts billed and collected to date, and profit.
• Run accounts payable end to end: set up vendors with W-9s and certificates of insurance, enter consultant and vendor bills against purchase orders, route them for approval, and prepare payments for the Principal's release.
• Run accounts receivable end to end: prepare client invoices, including consultant costs carried through, submit them through client billing portals, record receipts, and follow up on past-due balances.
• Prepare payroll in QuickBooks Payroll, including timesheets, per diem and expense reimbursements, and pay stub records.
• Track consultant agreements and purchase orders so that every invoice is matched to a signed agreement and the balance remaining on it.
• Maintain insurance, benefits, and compliance paperwork: certificates of insurance, 1099s, policy renewals, and the documents consultants and clients require.
• Prepare the annual operating budget with the Principal, built from the firm's historical data in QuickBooks: staff costs, consultants, rent and occupancy, insurance, software subscriptions, travel, professional fees, staff development, and marketing; monitor actual spending against it each month and report variances with their causes.
• Produce weekly, monthly, and quarterly reports for the Principal: cash position, receivables and payables aging, and project billing status.
• Support the firm's outside accountant and CPA with month-end reconciliations and year-end filings.

Qualifications

Successful candidates will possess:

• A minimum of 5 years of full-charge bookkeeping experience, ideally for a professional services, architecture, or engineering firm.
• Advanced proficiency in QuickBooks Online, including purchase orders, bill approvals, billable expenses, payroll, and automations.
• Working knowledge of accounts payable and receivable controls, 1099 reporting, and certificate of insurance tracking.
• Experience with project-based client billing, including online billing portals.
• Meticulous attention to detail, discretion with confidential payroll and financial information, and strong written communication skills.
• The ability to work independently, follow written procedures exactly, and flag anything that does not fit them.
• The ability to mine historical financial data to build budgets, forecasts, and project cost reports.
• Experience implementing bookkeeping software and a professional services automation (PSA) platform, and a drive to automate routine bookkeeping work.
• Experience with Xero and with Gusto payroll is a plus.
• Experience with Dropbox, Word, Excel, and other computer programs.

Our Culture

Since its founding in 1991, the company has believed that diverse perspectives create better architecture. Its studio brings together architects with different backgrounds, experiences, and ways of thinking because meaningful innovation comes from the exchange of ideas. It fosters a culture of curiosity, collaboration, mentorship, and continuous learning, where every member of the team is encouraged to challenge conventions and contribute to the evolution of its practice.

The company is proud to be an Equal Opportunity Employer. It celebrates diversity and is committed to creating an inclusive workplace where all individuals are treated with dignity, respect, and equal opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or veteran status.