Administrative Assistant Bookkeeper

Avid Trails, LLC, a fast-growing national trails, bike park and outdoor recreation design-build firm is seeking a reliable, organized and motivated administrative assistant & bookkeeper to manage general office duties, administrative and financial tasks.

While traditional bookkeeping and admin tasks are central to this role, we are eager to hire an individual who is driven to grow with our organization by taking on important tasks such as financial analysis, project P&Ls, cost savings analyses, employee logistics and more. We are most interested in candidates that can help our business evolve by improving systems, fully leveraging Quick Books Online Advanced and thinking creatively about opportunities to streamline processes.

We are open to both part-time and full-time candidates based on experience and your ability to impact the business positively. Proximity to our Flemington, NJ location is valuable as some local errands and in-person meetings with ownership may be required but not critical to the role.

• Manage full bookkeeping operations via Quick Books Online (Advanced)
• Setup, maintain and utilize Quick Books Online Projects to track project budgets, income, expenses and profitability
• Proactively manage all Accounts Receivable and Accounts Payable operations including invoicing and bill pay
• Weekly payroll processing via ADP
• Collaboration with CPA for QB reconciliation, year end prep, reporting and tax preparation
• Regular financial analysis, company & project P&Ls and cashflow projections

• Manage insurance policy administration including General Liability, Professional Liability, Workers Comp, Inland Marine and employee Health Insurance.
• Request and provide Certificates of Insurance (COIs) for new clients / projects
• Work with owners to review new contract documents, ensure compliance and setup client / vendor profiles, billing systems, etc.
• Assistance with managing and administering ADP 401k program for employees, including new employee setup, eligibility communications, assisting employees as needed
• Maintain, develop and/or improve systems for employee time tracking, expense tracking, receipt submissions, expense reimbursements, vacation requests and other similar administrative tasks.
• Vendor and sub-contractor setup including collecting W9s, insurance certificates and other key information
• Maintain up-to-date employee information such as contact information, compensation details, vacation time, sick days and so on
• Assist owners and project managers with travel and logistical tasks such as employee rental housing, air travel and rental vehicles
• Set up and maintain State Business Registrations as needed
• Research and assist with applying / obtaining professional licensure in new states or municipalities as needed
• Manage software subscriptions including account credential tracking, payments, etc.
• Weekly local errands: pick up mail and make bank deposits (negotiable based on candidate location)

• 3+ years experience in bookkeeping and administrative role
• Demonstrated proficiency in Quick Books Online platform
• Demonstrated proficiency with basic financial analysis and reporting
• Proficiency with Microsoft Office or Google Business Suite
• Ability to use common platforms required for position including Gmail, Google Calendar, Dropbox, Click Up, Zoom, and ADP

Please include your resume and a cover letter indicating why you're interested in this role and qualified to fill the position.