Remote Scouter

Job Title: Bookkeeper and Assistant

Location: Remote

Work Shift: M-Th 10am - 6pm and Fri.10am - 1pm EST

Working Hours: 20 hours per week (Part-time)

Job Description:

Position Purpose:  The Bookkeeper will be responsible for managing and maintaining our financial records, ensuring accuracy and compliance with accounting principles. The role involves categorizing expenses in QuickBooks, managing payroll, conducting monthly reconciliations, and assisting with budget analysis. The ideal candidate will have experience in bookkeeping for interior design or creative industry, and be adept at working with multiple state sales tax requirements.

Company Values: Craftsmanship, Beauty, and Intuition  

Essential Functions 

BOOKKKEEPING Responsibilities: 

Financial Record Keeping:

• Maintain accurate and up-to-date financial records using accounting software.
• Record and categorize financial transactions, including expenses, income, and invoices.
• Reviews current accounting protocol. Providing incite and feedback, as well as documenting all updates as systems evolve and improve
• Continues to create and update ongoing Project Data Compilation Document for assistance in quoting/projecting pricing in a continued effort to set accurate expectations for clients
• Bid calculator (update)
• Estimating numbers // (update)
• Track and manage data for overall project costs and how they break down
• Implement Resale Certificate - set up a system that outputs client-facing invoices that include ELD%, taxes, & shipping

Invoicing and Billing:

• Generate and send invoices to clients through Quickbook and Harvest
• Bill, collect, and manage client invoices for design fees monthly. Follow up on overdue accounts. Apply fee to overdue invoices per contract.
• Develop internal schedules and systems for client billing
• With Principal, research and decide on updating billing strategies such as retainer model

Expense Tracking:

• Monitor and categorize business expenses.
• Reconcile bank and credit card statements.
• Track and record all credit card charges and wire and check deposits and payments
• Organize receipts for both internal purchases and client expenses

Payroll Processing:

• Process payroll weekly, including calculating hours, taxes, and deductions.
• Ensure compliance with tax regulations and reporting requirements.
• Review existing processes for efficiency and cost-effectiveness

Budget Management:

• Thinks forward about the financial health of the company and anticipates structure needed to thrive
• Assist in creating and managing budgets for projects and the overall business.
• Provide financial reports and analysis to support decision-making.
• Research and develop product profitability and strategy, future goal

Financial Reporting:

• Generate financial statements, such as profit and loss statements and balance sheets.
• Provide regular financial reports to management.
• Oversees big-picture financial tracking for each project- fees, purchases, construction costs, RFIs, change orders, client payments to subs– on behalf of the client and our internal team

Vendor and Supplier Management:

• Manage relationships with vendors and suppliers.
• Process and track payments to vendors.
• Track incoming client payments for FFE on an as-needed basis
• Apply vendor and client payments for FFE regularly
• Manage and bill client reimbursable expenses
• Work intimately with Project Leads to ensure project accounts are up to date
• Ensure design teams' receipts, orders and hours are input correctly for invoicing accuracy

Tax Preparation Support:

• Work with accountants to prepare financial information for tax filing.
• Ensure compliance with tax deadlines and regulations.
• Comply with all state sales tax, as well as overseas as needed
• Work with an outside accountant and various consultants when needed

Financial Analysis, company:

• Conduct financial analysis to identify trends, opportunities, and areas for improvement.
• Provide insights into financial performance.
• Creates monthly Financial Reports
• Consolidates Expense Reports
• Sets up quarterly check-ins with the Principal to review finances
• Report to Principal and Project Leads on project profitability and forecasting

Audit Support:

• Prepare documentation and support materials for financial audits.
• Collaborate with auditors to ensure a smooth audit process.

ADMINISTRATION Responsibilities: 

Communication and Correspondence:

• Manage emails, phone calls, and other communication channels.
• Draft and proofread correspondence, reports, and other documents.
• Oversees the administration email

Scheduling and Calendar Management:

• Maintains the office schedule: regularly updating and auditing the company task management software [Programa], shared Google docs, and calendar

File Organization and Maintenance:

• Works to implement and maintain established standards across all documents in a collaborative effort with the ELD team. This includes standard file and folder naming structure as well as the look of documents such as standard color, fonts, headers etc.
• Periodic audits of documents 
• Co-develops any new system to update in company Operation Manual 
• Works with ELD to implement and maintain contact library 

Client relations:

• Assists in setting up new project processes for clients
• Creates a system of visualizing and updating clients on the status of their payments
• Develops ‘Client Onboarding Survey’ to get the best read on how clients are prepared to proceed with their intended project [what their hopes, boundaries, dreams, and expectations are] in collaboration with the Principal
• Assist with new project inquiries by creating templates and procedures
• Onboard new clients by setting up their data in Programa, QuickBooks, and Google Drive
• Assists in documenting and tracking initial contractor bids

Meeting Support:

• Attends weekly meetings, taking note of tasks and responsibilities. Uses Programa to update tasks internally and per project
• Supports in meeting minute documentation as needed for projects. Review with the team the current process

Data Entry:

• Enter and update information in the company operations manual, spreadsheets, and project management tools.
• Maintain accurate and organized records.

Technology Support:

• Provide technical support for office equipment and software.
• Troubleshoot minor technical issues or escalate to the appropriate support.
• Provides, researches, and coordinates technology and software support 
• Implements digital software, systems, and time-saving devices for ongoing efficiency in our daily business practices 
• Manages software accounts and keeps any license and insurance renewals, registrations with programs filing up to date
• Research and develop a Customer Relationship Management (CRM) system with ELD. Maintain and keep updated with accurate information

Human Resources Assistance:

• Spearheads detailing personnel onboarding procedures
• Maintains Operations Documents– including but not limited to Personnel Files, Job Descriptions, Tax and Payroll Forms, Handbooks, Reviews, PTO Request Forms, Resumes, and Development– with up to date details.
• Manages all payroll and benefits service providers coordination (research and budget for development). 
• Processes personnel through onboarding procedures [including but not limited to: Tracking Time, Submitting Hours, Program Logins, etc]
• Confirm employee time entries are accurately and consistently entered in the time tracking software [Harvest]

Marketing (Would be helpful, not required)

• Assist in researching platforms and Implementing regular newsletter
• Works with Principal on weekly business promotion
• Coordinates updates and maintenance to the ELD website
• Assist with implementing SEO

Day-to-Day Operating:

• In a collaborative effort: keeps folders/files organized across Google Drive organized
• Contribute to the overall culture and success of our organization

Experience

• Previous 8-10 years experience in bookkeeping and management preferred
• Interior and Architecture industry experience is a plus

Technical Skills

• Proficient in Quickbooks, Excel, Google Suites, and Adobe Acrobat
• Experienced in Wix and InDesign is a plus
• Willing and adept at learning new software such as Programa

Soft Skills

• Have an exceptional level of attention to detail and a mastery of organizational and time management skills.
• Excellent interpersonal skills and customer service sensibilities.
• Excellent written and verbal communications.
• Self-motivated to be proactive and attentive to the needs of the office
• Desire to work in a team atmosphere and contribute to the culture, standards, and processes that make ELD successful.