Bookkeeper/ Executive Administrative

3 weeks ago

Newton, United States Siegel Structural Engineers Full time

Who we are:

Siegel Structural Engineers is a general practice firm with a portfolio that includes housing, commercial, and institutional projects. We have a niche specialty in wood frame construction ranging from high end residential, mixed-use podium buildings, and mass timber. We also specialize in renovation, restoration, and repair of all types of buildings. SSE is known for the quality of our work and the quality of our collaborations with our clients. SSE has been engineering for 30+ years, and our team is 15 strong and growing. Our company culture is one that encourages collaboration, communication, and values work life balance. We enjoy what we do, and we have fun. Our founder and Principal, Steve Siegel is the first structural engineer to be inducted into New England Home Magazine’s Hall of Fame, an award that honors individuals who have had exceptional careers in New England’s residential design industry, a testament to the mark he and our team continue to make, with our client first attitude and commitment to deliver. Our offices are in the city of Newton, Massachusetts, convenient to many restaurants, public transportation and more. 


Who we are looking for:

Siegel Structural Engineers is looking for a dynamic, flexible executive administrative assistant with operations and bookkeeping experience to join our team. Our ideal candidate has experience in BQECore and or accounting software, has managed payroll processing, invoicing, AR/AP, and daily office operations and has supported executive team members. This is for the person who is self-directed, able to prioritize work, and communicate well. 


Primary Responsibilities


  • Collaborate with the VP of Finance to ensure accurate financial records and reports
  • Responsible for maintaining AR/AP and financial transactions in our accounting project management software (BQECore)
  • Payroll Management in our HR and Payroll System, (Paylocity)
  • Handling certificates of insurance for clients
  • Contributing to the preparation of financial statements and reports
  • Maintain accurate and organized file systems online and in hardcopy files
  • Work closely with the senior team and provide clerical and administrative support as requested
  • Maintaining strict confidentiality of financial information
  • Assist with marketing and business development database support
  • Monitor, manage and maintain office equipment and supplies; request repair or restocking when necessary.


Skills and Qualifications


  • Uses and understands Microsoft Office Suite and other business-specific software
  • Experience with bookkeeping, receipt, and payment tracking
  • Knowledge of office administrator responsibilities, systems, and procedures
  • Knowledge of financial best practices and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Extreme attention to detail and excellent problem solving skills
  • Excellent written and verbal communication skills
  • Ability to work independently and as part of a team
  • Strong organizational and planning skills in a fast-paced environment
  • A creative mind with an ability to suggest improvements
  • Proficiency in MS Office (MS Excel and MS Outlook, in particular) 
  • Familiarity with email scheduling tools, like Outlook
  • Familiarity with Adobe Design Software a plus
  • High School and or BA degree; additional qualification as an Executive Assistant , Bookkeeper or Office Manager of 3+ years


Job Type: part-time, 16-20 hours per week.  

Schedule: 4-5 hour shifts, Monday to Friday

Work Location: In person, in office


Physical Requirements:

Frequently required to sit for prolonged periods of time, reach for/manipulate standard office equipment, communicate with various staff and/or reach for and manipulate objects.

Frequently perform repetitive motion and fine manipulation tasks for long intervals of time.

Frequently use manual dexterity and coordination while operating standard office equipment (e.g. computer, keyboard, mouse, calculator, and other similar machines).

Occasionally moves items weighing up to 30 pounds.

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