Full Charge Bookkeeper / HR AdministratorArchitecture / AEC Firm – Midtown Manhattan (Onsite)

Salary: $95,000–$100,000 (commensurate with experience)

Schedule: Monday–Friday | 9:00 AM – 6:00 PM

Location: Midtown Manhattan – 100% onsite, no remote or hybrid

Overview

We are seeking an experienced Full Charge Bookkeeper to manage all financial operations for a fast‑paced architecture firm. This is a highly visible, hands‑on role supporting ownership, project teams, and external partners, while also assisting with HR administration and day‑to‑day office operations.

This position is best suited for a bookkeeping professional with long‑term experience in the AEC (Architecture, Engineering, Construction) industry who is comfortable working fully onsite and independently.

Must‑Have Qualifications (Non‑Negotiable)10+ years of professional bookkeeping experienceBachelor’s degree (BA or BS)Proficient in QuickBooks (minimum 5+ years of hands‑on use)Prior experience working in an AEC firm (architecture, engineering, or construction)Ability and commitment to work 100% onsite in Midtown ManhattanStrong Excel skills (including pivot tables)Core Financial ResponsibilitiesManage full‑cycle Accounts Payable and Accounts ReceivableBuild and manage monthly invoicing in QuickBooksReview invoices with ownership and ensure all proposal billing is capturedProcess client payments and follow up on client collectionsReconcile vendor statements, credit cards, and bank accountsMaintain the general ledger, including journal entries and proper codingCreate Excel‑based schedules, financial reports, and tracking toolsDevelop budgets and analyze variances for efficiency and profitabilityPartner with the firm’s outside accountant on financial statements, tax preparation, and compliancePost payroll using the firm’s third‑party PEO (ADP)Monitor expenses and ensure adherence to company policiesMaintain strict confidentiality of financial and employee dataHR & Office Administration ResponsibilitiesServe as a point of support for HR administration and employee operationsLiaise with the firm’s PEO (ADP) on benefits, payroll data, and employee recordsSupport recruitment efforts (job postings, resume screening, initial phone interviews)Oversee onboarding of new employeesMaintain internal databases, licenses, subscriptions, and vendor contractsCoordinate office operations, vendors, and general office upkeepSupport project teams with QuickBooks tracking (billable vs. actual costs)Assist leadership with ad‑hoc operational and administrative needsIdeal Candidate ProfileBookkeeping professional with deep AEC industry exposureComfortable owning the full financial lifecycle with minimal oversightStrong communicator who can work directly with firm leadership and clientsHighly organized, proactive, and adaptable in a fast‑paced environmentConfident using common sense and judgement to prioritize competing tasksThrives in a fully in‑office role and enjoys being embedded with the teamWork EnvironmentFully onsite professional office settingFast‑paced, collaborative architecture firmDirect interaction with ownership and project leadershipStandard business hours: 9:00 AM – 6:00 PMJob Type & Location

This is a Permanent position based out of New York, NY.

Pay and Benefits

The pay range for this position is $95000.00 - $100000.00/yr.

Job Description\n\nWe are seeking a dedicated Full Charge Bookkeeper who will be responsible for managing all financial aspects of our operations, as well as assisting with HR administration. This role requires a professional who is skilled in both bookkeeping and human resources, and who is eager to contribute to our team.\n\nResponsibilities\n\nManage full cycle accounts payable, including building monthly invoicing in QuickBooks, reviewing invoices, and ensuring all proposal billing is included.\nHandle all accounts receivable, process client payments, and follow up on client collections.\nProcess vendor invoices, issue payments, and reconcile statements to manage accounts payable.\nMaintain the general ledger by posting journal entries.\nPrepare schedules and reports as requested by clients and ownership using Excel.\nCreate budgets and analyze variances and trends for increased efficiency and profitability.\nAssist the firms outside accountant with the preparation of general financial statements and reports.\nPost payroll with our third-party PEO vendor firm and make bank deposits.\nMonitor and track company expenses, ensuring compliance with budgetary guidelines and including credit card reconciliation.\nEnsure compliance with accounting standards, company policies, and relevant regulations.\n\nEssential Skills\n\nProficiency in bookkeeping and HR administration.\nExperience with ADP software and accounts payable/receivable.\nStrong skills in Excel, including pivot tables.\nInvoicing and general ledger management experience.\nStrong organizational and communication skills.\nAbility to work full-time in the office.\nProactive, independent worker with adaptability to change priorities.\nBA/BS degree with 10+ years of office experience, preferably in an AEC environment.\nAt least 5 years of experience with QuickBooks.\nFluency in Microsoft Office and other common office software.\n\nWork Environment\n\nThe position requires working from 9am to 6pm fully in the office.\n\nThe environment is fast paced, requiring adaptability and proactive problem-solving.\n\nProfessional attire is expected, and collaboration with various departments is essential.

Workplace Type

This is a fully onsite position in New York,NY.

Application Deadline

This position is anticipated to close on Jan 22, 2026.

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\n\nAbout Aston Carter:\n

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

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The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

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If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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