Office Administrator / Bookkeeper

Position Summary

The Office Administrator / Bookkeeper is responsible for the day-to-day administrative, bookkeeping, and operational functions that keep our business running smoothly. This role supports company leadership by managing financial records, coordinating office operations, and ensuring organizational efficiency across multiple departments.

The ideal candidate is highly organized, detail-oriented, dependable, and enjoys wearing many hats in a collaborative small-business environment.

Administrative & Operations

• Manage and maintain the company Master Development Calendar.
• Coordinate company projects and task lists in collaboration with leadership.
• Schedule and facilitate office meetings, documenting action items, project updates, and follow-up tasks.
• Provide administrative support to the Director and leadership team on day-to-day operations and special projects.
• Maintain office supplies, kitchen inventory, and overall office organization.
• Receive, distribute, and coordinate incoming and outgoing mail, courier deliveries, and shipments.
• Maintain company mailing lists, contact databases, and electronic filing systems within Google Workspace.
• Coordinate domestic and international travel arrangements for trade shows, conferences, and company events.
• Administer company accounts, subscriptions, and software licenses, including Verizon, Apple, Adobe, Shopify, and Google Workspace.
• Oversee office technology assets, including computers, mobile devices, key fobs, and security systems.
• Coordinate with HR and assist with employee onboarding 
• Support company initiatives and perform additional administrative duties as needed.

Bookkeeping 

• Manage Accounts Payable using Quick Books Online.
• Process credit card transactions, bank deposits, monthly bank reconciliations, and international wire transfers.
• Prepare and reconcile monthly corporate credit card expense reports.
• Resolve accounts receivable discrepancies with customers and procurement departments.
• Set up and maintain vendor records within Quick Books Online.
• Coordinate new product item setup across company software systems.
• Prepare weekly and monthly financial and operational reports using Excel, Quick Books, and proprietary software.
• Generate monthly reporting for collaborations, licensing agreements, royalties, and business partnerships.
• Prepare year-end accounting reports and assist the CFO and external accounting firm during the annual financial close and tax preparation process.

Qualifications

• Degree in Accounting, Business Administration, Finance, or a related field preferred. Equivalent professional experience will be considered.
• 3+ years of experience in office administration, bookkeeping, accounting, or business operations.
• Experience using Quick Books.
• Proficiency with Microsoft Office.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• High level of accuracy, discretion, and attention to detail.
• Ability to prioritize competing responsibilities and meet deadlines independently.
• Ability to maintain confidentiality and handle sensitive information.

Preferred Attributes

• Positive, proactive, and solution-oriented attitude.
• Strong sense of ownership, accountability, and professionalism.
• Comfortable working independently while collaborating across departments.
• Adaptable and willing to take on a variety of responsibilities in a growing business. 
• Experience supporting a small business or entrepreneurial environment is a plus.

Benefits

• Competitive salary based on experience
• Comprehensive benefits package
• Opportunity to grow with an established and expanding lifestyle brand

To Apply

Please send your resume and a brief cover letter explaining your interest in the position and why you would be a great fit for this position to jobslexky@gmail.com

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