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Full Charge Bookkeeper / HR AdministratorArchitecture / AEC Firm – Midtown Manhattan (Onsite)

Salary: $95,000–$100,000 (commensurate with experience)

Schedule: Monday–Friday | 9:00 AM – 6:00 PM

Overview

We are seeking an experienced Full Charge Bookkeeper to manage all financial operations for a fast‑paced architecture firm. This is a highly visible, hands‑on role supporting ownership, project teams, and external partners, while also assisting with HR administration and day‑to‑day office operations.

This position is best suited for a bookkeeping professional with long‑term experience in the AEC (Architecture, Engineering, Construction) industry who is comfortable working fully onsite and independently.

Must‑Have Qualifications (Non‑Negotiable)

+ 10+ years of professional bookkeeping experience

+ Bachelor’s degree (BA or BS)

+ Proficient in QuickBooks (minimum 5+ years of hands‑on use)

+ Prior experience working in an AEC firm (architecture, engineering, or construction)

+ Ability and commitment to work 100% onsite in Midtown Manhattan

+ Strong Excel skills (including pivot tables)

Core Financial Responsibilities

+ Manage full‑cycle Accounts Payable and Accounts Receivable

+ Build and manage monthly invoicing in QuickBooks

+ Review invoices with ownership and ensure all proposal billing is captured

+ Process client payments and follow up on client collections

+ Reconcile vendor statements, credit cards, and bank accounts

+ Maintain the general ledger, including journal entries and proper coding

+ Create Excel‑based schedules, financial reports, and tracking tools

+ Develop budgets and analyze variances for efficiency and profitability

+ Partner with the firm’s outside accountant on financial statements, tax preparation, and compliance

+ Post payroll using the firm’s third‑party PEO (ADP)

+ Monitor expenses and ensure adherence to company policies

+ Maintain strict confidentiality of financial and employee data

HR & Office Administration Responsibilities

+ Serve as a point of support for HR administration and employee operations

+ Liaise with the firm’s PEO (ADP) on benefits, payroll data, and employee records

+ Support recruitment efforts (job postings, resume screening, initial phone interviews)

+ Oversee onboarding of new employees

+ Maintain internal databases, licenses, subscriptions, and vendor contracts

+ Coordinate office operations, vendors, and general office upkeep

+ Support project teams with QuickBooks tracking (billable vs. actual costs)

+ Assist leadership with ad‑hoc operational and administrative needs

Ideal Candidate Profile

+ Bookkeeping professional with deep AEC industry exposure

+ Comfortable owning the full financial lifecycle with minimal oversight

+ Strong communicator who can work directly with firm leadership and clients

+ Highly organized, proactive, and adaptable in a fast‑paced environment

+ Confident using common sense and judgement to prioritize competing tasks

+ Thrives in a fully in‑office role and enjoys being embedded with the team

Work Environment

+ Fully onsite professional office setting

+ Fast‑paced, collaborative architecture firm

+ Direct interaction with ownership and project leadership

+ Standard business hours: 9:00 AM – 6:00 PM

Job Type & Location

This is a Permanent position based out of New York, NY.

Pay and Benefits

The pay range for this position is $95000.00 - $100000.00/yr.

Job Description We are seeking a dedicated Full Charge Bookkeeper who will be responsible for managing all financial aspects of our operations, as well as assisting with HR administration. This role requires a professional who is skilled in both bookkeeping and human resources, and who is eager to contribute to our team. Responsibilities Manage full cycle accounts payable, including building monthly invoicing in QuickBooks, reviewing invoices, and ensuring all proposal billing is included. Handle all accounts receivable, process client payments, and follow up on client collections. Process vendor invoices, issue payments, and reconcile statements to manage accounts payable. Maintain the general ledger by posting journal entries. Prepare schedules and reports as requested by clients and ownership using Excel. Create budgets and analyze variances and trends for increased efficiency and profitability. Assist the firms outside accountant with the preparation of general financial statements and reports. Post payroll with our third-party PEO vendor firm and make bank deposits. Monitor and track company expenses, ensuring compliance with budgetary guidelines and including credit card reconciliation. Ensure compliance with accounting standards, company policies, and relevant regulations. Essential Skills Proficiency in bookkeeping and HR administration. Experience with ADP software and accounts payable/receivable. Strong skills in Excel, including pivot tables. Invoicing and general ledger management experience. Strong organizational and communication skills. Ability to work full-time in the office. Proactive, independent worker with adaptability to change priorities. BA/BS degree with 10+ years of office experience, preferably in an AEC environment. At least 5 years of experience with QuickBooks. Fluency in Microsoft Office and other common office software. Work Environment The position requires working from 9am to 6pm fully in the office. The environment is fast paced, requiring adaptability and proactive problem-solving. Professional attire is expected, and collaboration with various departments is essential.

Workplace Type

This is a fully onsite position in New York,NY.

Application Deadline

This position is anticipated to close on Jan 22, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.