Position Overview
We are seeking an experienced, highly organized, and detail-oriented Full-Charge Bookkeeper to support the financial and accounting operations of our interior design business and its clients. The ideal candidate is financially astute, exceptionally organized, and possesses a strong understanding of accounting principles and the financial demands of the interior design and construction industry.
This position requires someone who is comfortable managing multiple client accounts, maintaining accurate financial records, overseeing accounts payable and receivable, reconciling accounts, preparing financial reports, and supporting the procurement and purchasing processes associated with interior design and construction projects. This position will start as a 40hr work week position to convert to a 30-25hr work week position.
The successful candidate must be a reliable team player with excellent communication skills, a proactive mindset, and the ability to work independently in a fast-paced environment. Accuracy, accountability, confidentiality, and follow-through are essential.
We are looking for a self-starter and problem solver who is not afraid to ask questions, identify discrepancies, and take ownership of responsibilities. A positive attitude, patience, flexibility, and a good sense of humor are equally important.
Experience in the interior design showroom industry is required.
Required Qualifications & Experience
- Minimum of 5 years of hands-on QuickBooks experience. Candidates without at least five years of QuickBooks experience will not be considered.
- Previous experience in full-charge bookkeeping and managing multiple financial accounts.
- Required experience in the interior design, interior design showroom, furnishings, or related design industry.
- Strong understanding of both cash-basis and accrual-basis accounting.
- Advanced proficiency in QuickBooks and general accounting software.
- Strong Microsoft Office skills, particularly Excel.
- Experience with Google Workspace, particularly Google Sheets and Google Drive.
- Experience with payroll platforms and multistate payroll processing.
- Knowledge of sales tax reporting and filing requirements across multiple states.
- Experience preparing and filing 1099s.
- Understanding of accounts payable, accounts receivable, general ledger, financial statements, and monthly reconciliations.
- Excellent organizational, analytical, and problem-solving skills.
- Strong written and verbal communication skills.
- Ability to manage competing priorities, meet deadlines, and work independently.
- Demonstrated discretion and ability to maintain strict confidentiality.
- Knowledge of Federal Government systems and contract billing is perfereed and understaning SAMS
- Knowledge of AIA billing/SOVs billing
Key Responsibilities
1. Full-Charge Bookkeeping & Financial Management
- Maintain accurate financial records for multiple client accounts using QuickBooks and other accounting platforms.
- Manage accounts payable (AP) and accounts receivable (AR).
- Process and track proposals, purchase orders (POs), invoices, income, expenses, and payments.
- Maintain and reconcile general ledger accounts.
- Perform monthly bank, credit card, and other account reconciliations.
- Conduct historical reconciliations and resolve discrepancies in existing financial records.
- Maintain accurate financial information using both cash-basis and accrual-basis accounting methods.
- Monitor outstanding invoices, vendor payments, and client balances.
- Ensure accurate coding and classification of financial transactions.
- Manage monthly closing procedures and ensure all financial records are current and accurate.
2. Financial Reporting & Analysis
- Prepare monthly financial statements and management reports.
- Generate profit and loss statements, balance sheets, cash flow reports, and other financial summaries.
- Prepare customized financial reports as requested by clients or management.
- Review financial data for inconsistencies, discrepancies, and potential errors.
- Assist with monitoring budgets, expenses, and financial performance.
- Manage monthly deadlines and ensure timely completion of financial reporting.
- Support historical bookkeeping projects involving large volumes of financial data.
3. Sales Tax, Payroll & Tax Documentation
- Prepare sales tax reports and manage sales tax filings across multiple states.
- Maintain accurate sales tax records and ensure filing deadlines are met.
- Utilize payroll software to process payroll and prepare payroll reports across multiple states.
- Prepare and coordinate year-end 1099 reporting.
- Collect, organize, and maintain vendor W-9 forms.
- Collect and track vendor certificates of insurance (COIs) and other required documentation.
- Maintain organized records to support year-end accounting and tax preparation.
- Coordinate with CPAs and other accounting professionals as needed.
4. Interior Design Procurement & Accounting
- Support the procurement team with financial data entry and purchasing administration.
- Enter and maintain product information, vendor pricing, items, purchase orders, and invoices.
- Assist with tracking purchasing activity and vendor payments.
- Maintain accurate records of product costs, client charges, and project-related expenses.
- Assist with reconciling vendor invoices against purchase orders and project records.
- Help track procurement-related transactions and ensure accurate financial coding.
- Coordinate with designers and procurement staff to resolve discrepancies and missing documentation.
- Understand the financial workflow associated with interior design projects, furnishings, materials, and showroom purchases.
5. Accounting Software & Systems Management
- Set up new client accounts within accounting software.
- Establish and maintain Charts of Accounts, sales tax rates, accounting settings, and preferences.
- Sync bank and credit card accounts and enter transaction data on a weekly, biweekly, or monthly schedule, depending on client requirements.
- Monitor accounting software integrations and troubleshoot discrepancies.
- Identify and resolve software-related issues in coordination with internal team members.
- Maintain accurate and organized digital financial records.
- Assist with improving accounting procedures and implementing more efficient systems.
6. Client Relations & Internal Communication
- Serve as a primary point of contact for clients regarding bookkeeping questions, financial coding, accounting software, and project-related financial requests.
- Communicate professionally and efficiently through email, phone, and video conferencing.
- Respond to client inquiries with confidence, patience, and a solutions-oriented approach.
- Work closely with the business principal, designers, procurement team, vendors, and outside accounting professionals.
- Communicate daily with internal departments to ensure accurate financial information and timely processing.
- Ask questions when clarification is needed and proactively communicate potential issues.
- Maintain positive, professional relationships with clients and business partners.
Ideal Candidate Profile
The right individual will bring a combination of accounting expertise, interior design industry knowledge, technical proficiency, and strong interpersonal skills.
We are looking for someone who is:
- Extremely detail-oriented: Understands that accuracy is essential when managing financial records and client accounts.
- Highly organized: Can manage multiple accounts, deadlines, and competing priorities without losing track of details.
- Tech-savvy: Comfortable learning and navigating multiple accounting, payroll, and business management platforms.
- Analytical: Has an acute understanding of numbers and the ability to identify discrepancies and solve problems.
- Self-directed: Takes initiative, works independently, and follows assignments through to completion.
- A strong communicator: Comfortable interacting with clients, vendors, and internal team members.
- Accountable: Takes ownership of responsibilities and maintains consistent follow-through.
- Collaborative: Works well with a team and understands the importance of communication across departments.
- Professional and personable: Maintains a positive attitude, patience, discretion, and a good sense of humor in a fast-paced environment.
Software & Technology Requirements
- QuickBooks – Minimum 5 years of hands-on experience required.
- Microsoft Office Suite, particularly Excel.
- Google Workspace, particularly Google Sheets and Google Drive.
- Payroll processing software.
- Accounting and financial reporting platforms.
- Ability to learn and navigate procurement and project management software.
Position Expectations
This is a hands-on accounting and bookkeeping position requiring a high level of accuracy, organization, independence, and accountability.
The individual must be comfortable managing multiple financial accounts, working with large amounts of financial data, meeting monthly closing deadlines, and communicating directly with clients and internal departments.
The ideal candidate will understand that bookkeeping in the interior design and construction industry involves more than traditional accounting. It requires an understanding of client projects, vendor relationships, purchasing, procurement, inventory-related transactions, and the financial coordination necessary to keep projects operating efficiently.
We are looking for an experienced professional who can take ownership of the bookkeeping function, bring structure to financial operations, and become an integral part of our team.
