Bookkeeper

Job Title: Bookkeeper

Location: Remote (Occasional Studio Visits if possible)

Employment Type: 30 hrs per week

Reports To: Partners

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Job Summary:

We are seeking a highly organized and detail-oriented Bookkeeper to manage financial operations and administrative tasks, ensuring the studio operates efficiently and effectively. The ideal candidate will be experienced in bookkeeping, payroll processing, and project budgeting, with a strong ability to multitask and meet deadlines.

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Responsibilities

Financial Operations:

1. Manage the Billing process and ensure timely and accurate entry into Ajera.
2. Perform project setup in Ajera.
3. Process vendor invoices, set up vendors (W-9 & COI), and maintain accurate records.
4. Manage accounts receivable (A/R), including deposits in banking and client billing.
5. Process and monitor accounts payable (A/P), including digital check entries and payments via portals (e.g., Billtrust, ABC Imaging).
6. Approve daily ACH payments/receipts and positive pay approvals.

Administrative Duties:

1. Maintain insurance renewals and manage audits (e.g., Professional Liability, Workers Compensation) – with insurance agent (USI)
2. Coordinate with third party tax accountant for compliance with quarterly tax payments, year-end filings.

Client and Vendor Relations:

1. Manage client billing, including submission through platforms like Trimble software for University of Chicago.
2. Respond promptly to client inquiries regarding invoices and payments.
3. Maintain monthly printing codes and input into Ajera for invoicing.

Operational Efficiency:

1. Reconcile bank accounts and tie out ledgers monthly (AR/AP/WIP).
2. Process employee timesheets and expenses.

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Qualifications:

1. Proven experience in bookkeeping, payroll, and financial management.
2. Proficiency in Ajera or similar project management/accounting software.
3. Familiarity with online payment portals (e.g., Billtrust, American Express).
4. Ability to reconcile accounts, track budgets, and manage A/R and A/P processes.

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Preferred Skills:

1. Experience with professional service industries, particularly architecture or design.
2. Familiarity with tax payments and compliance requirements.

About Us

We are an award-winning architecture and design firm known for its innovative and thoughtful approach to creating spaces that inspire and connect people. With a diverse portfolio spanning education, science and technology, hospitality, and community projects, we combines creativity with technical excellence to deliver exceptional results. Our collaborative and inclusive culture values team members who are driven, detail-oriented, and passionate about their work. Join us in shaping the future of design and making a meaningful impact in the communities we serve.