Bookkeeping & Administrative Coordinator

Bookkeeping & Administrative Coordinator

Who We Are

Downtown Decorations has been helping cities, downtown districts, and commercial properties create vibrant public spaces for over 20 years.

We design, manufacture, and supply large-scale holiday décor, banners, lighting displays, and placemaking elements for communities across North America — from small-town Main Streets to large-scale urban districts.

Our work sits at the intersection of design, community impact, and practical execution. Our clients see us as easy to work with, detail-oriented, and focused on long-term relationships.

We are a close-knit team of 10 and value ownership, reliability, and collaboration.

Position Overview

The Bookkeeping & Administrative Coordinator plays a key role in ensuring the organization operates efficiently by providing essential financial, administrative, and sales support. This position maintains accurate financial records, manages bookkeeping functions, processes payroll, and supports internal operations.

Working closely with leadership, this role ensures financial information is organized, accurate, and ready to support decision-making. The ideal candidate is detail-oriented, dependable, and thrives in a structured, fast-moving environment.

Core Responsibilities

Bookkeeping & Financial Administration

• Maintain accurate and up-to-date bookkeeping records
• Manage accounts payable, expense tracking, invoicing, and reconciliations
• Assist with month-end close activities
• Monitor records for accuracy and resolve discrepancies

Purchasing & Order Management

• Review orders entered by sales representatives in the QuickBase order management system for completeness and accuracy
• Verify product specifications, quantities, pricing, and customer details before processing
• Generate and send purchase orders to vendors through QuickBooks
• Communicate with vendors to confirm order receipt, lead times, and delivery status
• Maintain up-to-date knowledge of company product catalog and vendor pricing structures

Payroll Processing

• Process payroll accurately and on schedule using payroll software
• Maintain payroll records and ensure compliance
• Resolve discrepancies and maintain documentation

Accounts Payable & Vendor Management

• Process invoices and payments in a timely manner
• Maintain vendor records and supporting documentation
• Identify and escalate discrepancies or billing issues

Financial Data & Reporting

• Maintain financial tracking systems and spreadsheets
• Support job costing and expense allocation
• Assist with financial reporting, budgeting, and cash flow tracking

Administrative Operations

• Maintain organized filing systems (digital and physical)
• Coordinate internal administrative processes
• Support leadership with day-to-day operational tasks
• This is an internally focused, non-client-facing role

Qualifications

• Associate’s degree in Accounting or related field
• 3+ years of relevant experience preferred
• Experience with QuickBooks and Microsoft Excel required
• Payroll processing experience required

Skills & Competencies

• Strong attention to detail and accuracy
• Excellent organizational and multitasking abilities
• Strong analytical and problem-solving skills
• Ability to work independently and meet deadlines
• High level of professionalism and confidentiality
• Strong Excel skills (formulas, reporting, data handling)

Compensation & Benefits

• Starting wage of $27.50/hour
• Health and dental benefits
• Paid vacation / PTO
• 401(k) contribution

Reporting Structure

This role reports to:
Elizabeth Peterson, Creative Director, Head of Finance

Pay: From $27.50 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Application Question(s):

• How many years of QuickBooks experience do you have?
• How many years of bookkeeping or accounting support experience do you have?
• Are you comfortable working on-site in Syracuse, NY?
• What is your level of proficiency in Microsoft Excel? (Basic / Intermediate / Advanced)
• Do you have experience processing payroll? (Yes/No)

Work Location: Hybrid remote in Syracuse, NY 13206