Bookkeeper/Administrative Assistant

Part-Time Bookkeeper

**Colloca Estate Winery Fair Haven, New York**

Employment type: Part-time
Schedule: Flexible hours, coordinated with management and established payroll and reporting deadlines
Compensation: $20-25 per hour, depending on experience
Reports to: Ownership / Management

Position Summary

Colloca Estate Winery is seeking an experienced, organized, and dependable Part-Time Bookkeeper to manage day-to-day bookkeeping and support the financial operations of our winery, hospitality, and events business.

This position is responsible for payroll, account reconciliations, accounts payable, accounts receivable, and maintaining accurate financial records. The ideal candidate is detail-oriented, comfortable working independently, and able to communicate effectively with management, employees, vendors, and our outside accountant.

Hours are flexible, making this an excellent opportunity for a bookkeeping professional seeking a part-time position with meaningful responsibility. In person presence is manditory, however, hybrid work from home may be possible after training/probationary period.

Key Responsibilities

Payroll administration
Prepare and process payroll, or coordinate processing with the company’s payroll provider. Review employee time records, resolve discrepancies, and accurately record wages, tips, deductions, and approved adjustments, as applicable. Maintain confidential payroll records and coordinate payroll-related reporting and year-end documentation with the payroll provider or accountant.

Bank, credit card, and sales reconciliations
Reconcile bank accounts, credit cards, merchant processing accounts, and other financial accounts regularly. Match point-of-sale reports, cash receipts, credit card settlements, processing fees, and deposits to accounting records. Investigate discrepancies and bring unresolved issues to management’s attention.

Accounts payable
Receive, review, code, and enter vendor invoices. Confirm supporting documentation and obtain required approvals before payment. Prepare payments for management authorization, monitor due dates, reconcile vendor statements, and maintain organized vendor records, including W-9 information.

Accounts receivable
Prepare and record customer invoices, apply payments, and monitor outstanding balances. Track event deposits, installment payments, and final balances in coordination with the events team. Follow up professionally on past-due accounts and provide management with receivables updates.

General bookkeeping and financial reporting
Maintain accurate general ledger entries and properly classify income and expenses. Assist with month-end closing and prepare routine financial reports, including profit-and-loss statements, balance sheets, and accounts payable and receivable aging reports. Help management monitor upcoming payment obligations and cash needs.

Tax and year-end support
Organize records and supporting schedules for the company’s accountant. Assist with sales tax reporting, year-end preparation, and information needed for payroll and vendor tax forms. Maintain an orderly record of transactions, approvals, and supporting documents.

Recordkeeping and internal controls
Maintain organized digital and paper financial files. Protect confidential company and employee information, follow established approval procedures, and identify opportunities to improve bookkeeping accuracy and efficiency.

Qualifications

• Demonstrated bookkeeping experience, including payroll, accounts payable, accounts receivable, and account reconciliations.
• Proficiency with QuickBooks or comparable accounting software, along with Excel or Google Sheets.
• Strong attention to detail, organizational skills, and the ability to meet recurring deadlines while working independently.
• Professional communication skills, sound judgment, and discretion when handling confidential information.
• Experience in a winery, restaurant, hospitality, retail, or events business is helpful but not required. Accounting coursework or bookkeeping certification is a plus.

Schedule and Working Expectations

The position offers flexible part-time hours arranged with management. The schedule must accommodate payroll processing, payment deadlines, and month-end reporting. The bookkeeper will work closely with ownership and designated team members to obtain timely information and maintain accurate records. …