Hours: Minimum 20 hours per week, but more are available with increased scope (see primary vs. support responsibilities below). This is not an entry level position.
Start Date: Immediate
About Us:
KBC is a boutique interior design consultancy known for delivering personalized, high-end design services across the Berkshires & New England. As a small but dynamic team, we pride ourselves on creating thoughtful, impactful spaces for our clients. We’re looking to add a dedicated Bookkeeper / Administrator to our studio in Great Barrington—a role that requires a meticulous eye for detail, open communication, and the ability to manage financial and administrative operations.
Our ideal candidate is someone who values accuracy and efficiency, and is looking to grow into a pivotal role to help shape the success of our studio.
Job Description:
As Bookkeeper / Administrator, you will manage day-to-day bookkeeping tasks and key administrative duties, while providing the support needed to help our design team thrive. Your work will directly contribute to the success of the company by keeping financial operations organized, compliant, and transparent.
Primary Responsibilities: Bookkeeping
-Maintain accurate and up-to-date financial records in QuickBooks, including monthly reconciliations and historical reconciliations.
-Manage all financial transactions, including proposals, purchase orders, invoices, accounts payable (AP), accounts receivable (AR), income, expenses, general ledger, and sales tax.
-Process bi-weekly payroll for the team, ensuring timely and accurate disbursements.
-Generate and send client invoices, track payments, and proactively follow up on outstanding balances.
-Reconcile bank and credit card transactions on a monthly basis.
-Prepare monthly cash flow and account statements for the owner that reflect the company's financial position, communicating areas for improvement or concern.
-Collaborate with our CPA to prepare and file income tax returns and sales tax returns.
-Assist with audits, maintain supporting documentation, and ensure all records are audit-ready.
Primary Responsibilities: Administration
-Manage general office administration; ensuring that contracts, bill payments, and renewals are managed in a timely manner.
-Organize and maintain office & financial records, files, and systems to ensure that everything is readily accessible to the owner and up to date.
-Organize office supplies and equipment, keeping stock levels maintained.
-Process incoming and outgoing mail, packages, and deliveries, ensuring all correspondence is correctly addressed, sent, and received.
Support Responsibilities: Procurement
-Create and manage purchase orders in collaboration with designers and project managers, ensuring all details are accurate.
-Process vendor payments and track order statuses, including delivery dates and any delays.
-Manage vendor accounts, keeping information and resale certificates up to date.
-Address issues related to damages, backorders, and product returns if needed.
Job Requirements:
-Must be able to work in-office during the initial 6 months. Hybrid may be available after an onboarding period with predictable in-person days.
-3-5 years of experience in bookkeeping, with at least 2 years in an administrative or office management role.
-Previous experience working with interior design, architecture, construction or trade industry is a strong advantage.
-Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
-High proficiency in QuickBooks, with a focus on financial reporting and account management.
-High proficiency in Excel and Google Sheets; familiarity with Google Suite (Drive, Calendar, Slides, Meet); experience with Slack is preferred.
-Experience with product and project management software like Gather, Asana, or Studio Designer preferred.
-High attention to detail, with a commitment to accuracy in all areas of work.
-Ability to manage sensitive and confidential information with integrity and professionalism.
-Must have a valid driver’s license and reliable transportation to our Great Barrington studio.
-Opportunity for professional growth into related administrative or project management areas of the business.
Paid holidays, paid time off, flexible scheduling and a small but convivial workplace with healthy snacks, gourmet coffee, & beverages.
About the Company:
KBC is an award-winning interior design firm with 24 years of continuous operation in the heart of Berkshire County, MA. See what we’re about at www.karenbeckwith.com
If your skill set aligns with our job description, and you’d like to join our collaborative workplace, please email your resume and a brief statement about why you’d like to be considered for the role of Bookkeeper & Administrator