Bookkeeper

Hampton Rustic Landscapes, a well-established company in Southampton, NY, is looking for a motivated, highly organized, and detail-oriented individual to join our team as a Part-Time Bookkeeper. This role can evolve into a full-time position over time for the right candidate with the addition of Office Admin Role duties.

Position Details:

• Schedule: Flexible hours, part-time, minimum of 3 days per week in person
• Working Hours: Between 7:00 AM – 5:00 PM
• Location: In-person (not remote or open to remote work)
• Start Date: Immediate hire

Key Responsibilities:

Payroll Responsibilities:

• Collect and review weekly employee time-cards for accuracy and completeness.
• Track hours worked, overtime, sick days, vacation, and holiday pay.
• Enter payroll data into the payroll system on QuickBooks, including hours, bonuses, and reimbursements
• Process payroll on a weekly basis
• Print physical paychecks and/or initiate direct deposit payments.
• Process new hire paperwork and ensure proper tax withholding forms (W-4, I-9) are on file.
• Manage employee reimbursements for out-of-pocket expenses, ensuring proper documentation and approval.
• Update payroll records when employees change pay rates, job roles, or benefits.
• Prepare and distribute W-2 forms to employees at year-end.
• Stay up-to-date on wage laws, overtime rules, and payroll compliance requirements.

Accounts Payable (AP) Responsibilities

• Entering bills/credit card receipts into QuickBooks Enterprise (Desktop) and code expenses by job or category.
• Paying bills (online and cutting checks); balance statements.
• Process vendor invoices for materials, equipment, subcontractors, and services.
• Maintain subcontractor records including ST-120, insurance certificates, and job tracking.
• Schedule and process payments via check, ACH.
• Track and reconcile petty cash or employee reimbursements.
• Manage pricing and costing workbooks to assist with time and materials billing.

Accounts Receivable (AR) Responsibilities

• Generate and send invoices to clients based on completed jobs, project milestones, or maintenance contracts.
• Apply payments via check, ACH, or bank wire to customer accounts.
• Monitor aging reports and follow up on outstanding invoices.
• Communicate with clients regarding payment issues or invoice clarification.
• Prepare monthly statements and maintain accurate customer records.

Bookkeeping & Reconciliation Tasks

• Reconcile bank accounts monthly to ensure all transactions are recorded and accurate.
• Reconcile business credit card accounts, ensuring receipts are properly categorized by job or expense type.
• Record journal entries and adjust entries as needed for accuracy.
• Maintain the general ledger and ensure proper classification of all income and expenses.
• Assist with year-end close and coordinate with the company accountant or CPA for tax preparation.
• Prepare and File quarterly NY State Sales Tax

Client Relations and Communication

• Serve as a point of contact for client communication and feedback
• Maintain professionalism in client correspondence and support customer satisfaction.
• Assist with the preparation of proposals and estimates in Quickbooks to submit for client review.

Why Join Us?

• Opportunity to work with a dedicated and professional team
• Flexible schedule to fit your needs
• An opportunity to grow with the company into a full-time position, learning all aspects of the business including Admin, HR, and Compliance.

How to Apply: Interested candidates should send their resume and a brief cover letter detailing their qualifications to the provided email. Please include hourly salary expectations, preferred schedule, and references. 2 Years Quickbooks Online experience required. This is an in person role, with a 3 day minimum.

Job Type: Part-time

Pay: $42.00 - $48.00 per hour

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance

Work Location: In person