Administrative Assistant / Bookkeeper - Family Office - The Quest Organization
New York City, NY 10022
About the Job
Administrative Assistant / Bookkeeper- Family Office
Responsibilities:
- Organizing and entering invoices in accounts payable using Sage
- Organizing and managing the intake of accounts payable invoices for several family entities
- Comparing invoices to contracts/agreements and terms of payment to ensure accuracy
- Downloading ACH statements and scanning and renaming files
- Answering phones and collating documents
- Entering invoices and printing checks, maintaining and organizing accurate support for all expenses needed for the companys annual audit.
- Creating and maintaining master schedules of certain expenses such as insurance policies, lease payments, and capital improvements.
- Calendarize payments that are paid over time
- Ensuring bills and ACH (auto payments) are paid in a timely and accurate manner while adhering to departmental procedures.
- The position also provides extensive administrative and concierge services for various client matters.
- Making charitable payments for family members and their foundations, preparing letters, and making sure all receipts for tax purposes are received in a timely manner
- Make online/check payments for Property Taxes, keep a master Real Estate Tax Schedule
- Make online CSC payments for all corporations
- Prepare annual 1099s
- Download bank statements, year-end bank tax documents
- Prepare internal transfers and outgoing wires using JPM Access and JPM portal
- Prepare foreign transactions wires
Qualifications:
- Prefer an Associate or Bachelor's degree
- 2+ years of previous administrative/bookkeeping experience.
- Strong computer skills especially Excel and Quickbooks
- Strong written and verbal communication skills
- Professional demeanor and well organized
- Strong team collaboration skills, including the ability to work flexibly with colleagues and adapt to change
- Strong organization and time management skills, with attention to detail, ability to handle multiple tasks, and proactive follow-through
- Team player, hands-on, collaborative
Source : The Quest Organization