Office Administrator / Bookkeeper

The Office Administrator will assist the CEO/COO in ensuring the timely and accurate management of the overall organization, with specific daily responsibilities for pricing management, accounts payable, account receivables, and general office management.

Interfacing directly with the Management Team to accurately maintain company accounts in QuickBooks Online. Using proper accounting practices, responsible for detailed tracking and managing A/P and A/R as well as codifying expenses.

Primary Responsibilities

Answer phones in a professional manner; Screen calls and Direct calls to the appropriate individual

Maintain accurate filing systems within the office

Human Resources (benefits, new hire paperwork/orientation, maintaining files and personnel information, arranging for back-up coverage when people are out)

Accounts Payable and Receivable

Maintain accurate vendor and client accounts and codify related invoices and expenses and payments

Ensure bills are paid according to their payment terms, are paid on time, and entered into system

Reconcile all cash, checks and credit card payments

Ensure sales tax is collected and paid on a monthly basis

Confirm returns, back orders, sales tax application, shipping costs as needed, and customer purchase order information is present and accurate

Communicate with all teams, suppliers, and clients any discrepancies with pricing, credits, shipping, or any other issues

Communicate to the customer when issues arise with payments

Answer customers questions regarding billing and statement

Maintain and improve upon standardized procedures and processes

Assist with bi-weekly payroll and contractor invoices and payments

Ensure Employees’ deductions and reimbursements are issued accurately

Manage and maintain the PTO calendar, including sick days and time absent to ensure that employees are not over or under paid

Assist with ad hoc office management related duties (i.e. order supplies, light logistics)

About ARCH

ARCH Production & Design is an award-winning custom design and fabrication studio focused on creating meaningful work through sustainable design and innovative craftsmanship. We deliver high-impact, strategic solutions to craft memorable brand experiences and environments. Specializing in experiential and immersive art, the ARCH portfolio spans multiple industries including nightlife, film and television, entertainment, museum exhibitions, live theater and events, brand activations, retail marketing, B2B, experiential marketing events, and more.