Bookkeeper / AP / Payroll Manager

Position Details:

The Bookkeeper / AP / Payroll Manager will own day-to-day accounting and financial operations across the company's restaurant locations, working closely with ownership as the sole finance/accounting resource. This role manages accounts payable, payroll processing, daily sales reconciliation, month-end close, and financial reporting across a growing multi-unit restaurant group. The position works primarily in Toast, Paychex, and QuickBooks, and reports directly to the Owner/CEO.

This role begins on a part-time basis (approximately 20–30 hours/week) while transitioning responsibilities from the company's current bookkeeper, who is retiring. The transition to full-time will happen gradually over approximately 1–3 months, based on progress of the handoff. Compensation is annualized as a salary from the start date, reflecting the full-time role the position will grow into.

This is an in-office position based at the company's central office, with a standard Monday–Friday schedule (approximately 9:00 AM – 5:00 PM) once transitioned to full-time.

Schedule: Part-time (20 hrs/week) for approximately 1–3 months, transitioning to full-time (40 hrs/week) based on handoff progress. Open to full time immediately upon hire.

Key Responsibilities

Accounts Payable

• Enter and code vendor bills across all locations; route for final payment approval from Ownership
• Maintain vendor records and manage day-to-day AP correspondence.

Payroll

• Process bi-weekly payroll directly through Paychex for all locations.
• Track and record employee vacation/PTO.

Daily Sales & Cash

• Own daily Toast sales and reporting reconciliation across all locations.
• Prepare daily cash reporting for ownership.

Reconciliation & Financial Statements

• Reconcile all bank and credit card accounts ongoing.
• Own financial statement preparation on monthly, quarterly, annual and ad-hoc basis.

Licensing & Permitting

• Track expiration dates and maintain a master log for all business, liquor, food service, and health licenses/permits across all locations, flagging renewals with enough lead time to avoid lapses.
• Prepare and organize renewal documentation (insurance certificates, tax filings, inspection records) and coordinate with health departments, licensing boards, or filing services as needed.

Office Management

• Serve as the point person for day-to-day office operations in a small office environment (1–4 people), managing supplies, vendors, and equipment.
• Maintain organized physical and digital filing systems for company records and support light administrative/scheduling needs for ownership.

QuickBooks & Systems

• Maintain the company's books in QuickBooks across all entities.
• Set up and configure new entities/accounts in QuickBooks as new locations open or join the group.

Tax & Outside Coordination

• Coordinate directly with the company's outside CPA/tax preparer on routine items, with ownership retaining final oversight of that relationship.

Growth Context

• The company currently operates 4 restaurants and a holding company and expects to future growth. This role is expected to scale with that growth, including ownership of new-entity setup and reporting structure as the company expands.

Reporting Relationship

Reports To: Owner/CEO Team

Structure: Sole finance/accounting position — works independently, in close partnership with ownership and the outside CPA

Qualifications

• 3+ years of bookkeeping/accounting experience, ideally across multiple entities or locations (restaurant/hospitality).
• Proficiency in QuickBooks required; experience with Toast and Paychex strongly preferred.
• Accounting/finance degree or bookkeeping certification preferred but not required.

Pay: $89,565.71 - $96,610.20 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid sick time
• Paid time off

Work Location: In person