Assistant Bookkeeper and Executive Assistant

Job description:

Kings C Steel Works is seeking a proactive, highly detail-oriented Assistant Bookkeeper & Office Administrator to join our team in Brooklyn. This vital role bridges the gap between essential financial data entry and daily office operations, ensuring our project files are immaculate, our vendors are tracked, and our office runs seamlessly.

You will handle high-volume accounts payable/receivable data entry, payroll prep, and general administrative support. The ideal candidate brings a strong foundation in basic accounting principles, a sharp eye for numbers, and an energetic, collaborative attitude. This position offers an excellent opportunity to deeply learn the fast-paced world of commercial construction and structural steel operations.

ResponsibilitiesAccounts & Data Entry Support

• Accounts Payable (AP): Review, code, and enter incoming high-volume vendor invoices, steel mill material bills, and equipment rental invoices into our accounting software. Cross-verify invoices against field delivery tickets and purchase orders.
• Accounts Receivable (AR): Log incoming client payments, track outstanding invoice ages, prepare check deposits, and assist the senior bookkeeper with routine collection follow-ups.
• General Ledger Support: Perform daily transactional data entry, execute basic bank reconciliations, and prepare standard journal entries under senior supervision.
• Audit Preparation: Help organize and compile financial documents, receipts, and proof-of-payments for internal reviews and annual insurance/financial audits.

Payroll & Project Administration

• Payroll Processing Prep: Collect, verify, and organize weekly timecards from shop fabricators and field installation crews. Ensure hours are logged accurately before handing them off to the senior manager for payroll processing.
• Project File Maintenance: Maintain organized, up-to-date physical and digital project folders—ensuring certificates of insurance (COIs), signed delivery tickets, and basic project change orders are filed correctly.

Office Operations & Administration

• Office Coordination: Oversee the day-to-day office environment—managing mail distribution, routing incoming phone calls to the appropriate team members, and greeting occasional office visitors.
• Inventory & Supplies: Monitor and order office supplies, stationery, and kitchen essentials to maintain an effective work environment.
• Equipment & Vendor Liaison: Act as a local point of contact for office utility and facility vendors (cleaning services, internet providers, printer maintenance) to schedule repairs or updates.

Requirements & QualificationsTechnical Skills

• Software Proficiency: Hands-on experience with accounting platforms—specifically QuickBooks Desktop/Online or Sage—along with a strong command of MS Office (MS Excel and Outlook are required).
• Bookkeeping Fundamentals: Solid comprehension of double-entry bookkeeping, debits & credits, bank reconciliations, and general ledger structure.

Experience & Education

• Experience: 2-3 years of experience in an assistant bookkeeping, data entry, or heavy administrative role. Previous experience in a construction, manufacturing, or trade-subcontractor office is a significant advantage.
• Education: Associate degree in Accounting, Finance, Business, or equivalent professional experience.
• Communication: Excellent verbal and written communication skills for professional interaction with vendors, clients, and internal project managers.

Job Details & Benefits

• Job Type: Full-time
• Schedule: 8-hour shift, Monday to Friday (On-site)
• Physical Setting: Construction Subcontractor Office
• Location: Brooklyn, NY 11237 (Reliable commute is required)

Work Location: In person

Pay: $20.00 - $27.00 per hour

Work Location: In person