Job Description

The Bookkeeper / Office Manager is a full-time position and handles both the financial and administrative aspects of an office, managing tasks like bookkeeping, payroll, and office operations, while also preparing reports and ensuring accuracy in financial record.

The ideal candidate will have a minimum of five (5) years' experience in a traditional office environment with proven experience using QuickBooks Online. The candidate must possess the ability to think and act independently with strong problem solving, analytical and negotiating skills, as well as proven skills in prioritizing and managing multiple situations simultaneously. Additionally, the candidate must demonstrate outstanding communication skills, and a proven record of client follow–up. 

Key Responsibilities

· Financial reporting to including budgets, balance sheets, reconciliations, job costing and aging

reports required at various frequencies.

· Collections to include rigorous oversight of accounts receivables.

· Manage and process accounts receivable (AR) and payable (AP), including entering and verifying all

client invoices, vendor bills, and project purchase orders using QuickBooks Online and Jobber

· Payroll administration to include expense tracking for employee reimbursement and chargeback

accuracy to clients.

· Oversee vendor relationships ensuring best rates and payment terms are met

· Stay up to date with best practices and legal requirements related to finance and operations.

· Review, negotiate and manage insurance policies, including health, auto, workers comp, property

· Administer employee benefit programs in coordination with brokerage firms, ADP or internal

· Maintain financial records in paper and cloud-based file systems

· Receive calls or emails from clients or staff and coordinate to proper individuals for resolution

· Calendar management of field tech staff, in coordination with Field Service Manager

· Oversee maintenance and upkeep of the office environment

· Manage office supplies and vendor relationships for service such as security, cleaning and repairs

Knowledge, Skills, and Abilities

· Extensive understanding of QuickBooks Online (minimum 3 years)

· Proficient use of Microsoft Office 365. This includes Word, Excel, Outlook and Teams with

demonstrated proficiency in Excel.

· Adobe Pro including converting other types of documents into pdf, compiling pdf documents;

paginating and searching pdf documents.

· Effective oral and written communication skills.

· Ability to work effectively in a fast-paced environment with changing priorities, while maintaining

professionalism and strong rapport with all team members.

· Consistently maintains a professional demeanor, appearance, and work environment

· Knowledge of “Jobber” dispatching / billing software a plus

This is a permanent full-time benefited position. Standard days and hours of work are Monday through Friday on site in Mt. Vernon (Fleetwood) NY. 10am to 6pm. This is not a remote position Please note this job description is not designed to represent a comprehensive listing of activities, duties or responsibilities that are required.

About Us

Digital Media Systems, Inc. is a leading provider of audio-visual solutions for the motion picture industry. We have represented the high-profile interests of Hollywood film studios, postproduction, and cinema exhibition facilities, as well as industry defining product manufacturers. Our goal is to provide superior products, technologies, support, and services to the entertainment industry in an efficient and comprehensive manor. 

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