o Review, enter, obtain approval, and pay all accounts payable transactions through QuickBooks

o Reconcile all credit card accounts and obtain supporting documentation to record them in QuickBooks

o Process customer invoices and receivables in QuickBooks

o Enter all detailed customer production orders and workflow into Wrike, our project management software

o Manage staff timecard submissions and PTO requests

o Maintain files, including personnel, financial, and other data, in digital record-keeping systems with accuracy and discretion

o Assist executive management during staff recruitment process. Once new employees are hired, implement onboarding processes, including new hire paperwork, background screenings, and benefit enrollment

o Maintain and update company policies, procedures, and training materials, and enforce company guidelines

o Maintain company software agreements and subscriptions

o Work with IT representatives to troubleshoot basic network issues

o Oversee third-party contracts and memberships with industry/trade partners

o Oversee educational programs and memberships for staff

o Prepare reporting and presentations as assigned

o Monitor shared company e-mail inboxes, including HR, recruiting, and billing inbox

o Manage office supply stock and equipment—order when necessary

o Provide ongoing administrative support to executive management

o Additional tasks, as assigned

o Bookkeeping knowledge is required

o A minimum of three years of experience in accounting, office administration, and/or production scheduling is required

o Demonstrated problem-solving and analytical skills

o Bachelor’s degree or equivalent experience is required

o Previous data entry experience working in QuickBooks and other Intuit platforms, Salesforce, and Wrike is strongly preferred. The ability to adapt to new software platforms is essential

o A high proficiency in Microsoft Excel is required. Experience with other Microsoft programs is preferred

o Must be comfortable working in a fast-paced team environment and managing shifting priorities. Willingness to adapt and take on new roles as needed is crucial

o Excellent writing skills, grammar, and syntax are required

o Must exhibit excellent communication, organizational, and time management skills and the ability to multi-task and work within strict deadlines

o Superior accuracy and attention to detail are required

o A general interest in art conservation, art history, or fine art is preferred