Business Manager

Elizabeth Roberts Architecture & Design Elizabeth Roberts Architecture & Design Employer:
Brooklyn, NY, USLocation:
Mon, Feb 26 '18Posted on:

Brooklyn based Architecture & Design firm is seeking an experienced business manager to join our 15 person team of architects and interior designers. Ideal candidate should have exceptional organization skills and at least 8 years of experience in business administration or management, preferably at a design firm.

Visit to view projects and learn more about our firm. Please reply with your resume, a letter of introduction and at least 3 references. 


8+ years of business management or accounting experience, preferably at a design firm
Highly proficient in Quickbooks and Microsoft Office
Knowledge and experience with all NY State & NYC business tax filing requirements and NY state sales tax filing


The Business Manager is accountable for overseeing the overall accounting, human resources and operations of the firm. This hands-on position will manage and be responsible for the financial and accounting functions including: management reporting, preparation of financial statements including general ledger reconciliation, project and cost accounting including budgeting and planning, invoicing, monthly sales tax filing, cash management, banking and computer accounting systems. The business manager would assist the Principal in a proactive way to analyze the overall financial and administrative health of the company and work to bring efficiency to all systems. This role is responsible for looking at new and more efficient ways of managing the office and to make recommendations for change.


Manage the bookkeeping functions in the office. This includes managing the accounts payable/receivable functions, data entry, payroll, cash flow and job costing for both interior design and architectural services sides of the business. We use Quickbooks Premier accounting software.

Ensure that all employee hours and expenses for each project are captured on invoices every month. Process all reimbursable expenses for employees and include on invoices wherever applicable. Consult Project Managers and create draft invoices for Principal to review. Finalize, post, and e-mail all invoices by the 10th of each month. Send collections e-mails and make calls per the office collections policy. Print Accounts Receivable reports for the Principal as requested. Discuss with Principal status of long outstanding invoices and decide action as per the office collections policy.

Manage the consultant and accounts payable invoices and payments. Request approvals for vendor and consultant invoices from Principal. Process checks and wire transfers.

File NY State sales tax and NY State Design tax monthly and quarterly reconciliation as well as other state sales tax filings as required. 

Support the Principal in the creation and monitoring of all client contracts for the interior design and architectural services businesses. Maintain all operational contracts, such as vendors and services that support the company. Manage insurance policies and negotiate annual renewals: Professional and General Liability, EPL, health and dental, workers compensation and disability policies. Ensure compliance with all local and state requirements.

Process semi-monthly payroll and record payroll in accounting system. Provide quarterly and year-end payroll reports to CPA for tax purposes. File 1099-misc forms & 1096 at year end.

Deposit all cash receipts as they are received. Monitor cash flow and ensure that all disbursements are funded. Perform bank reconciliations for all accounts. Transfer funds with Principal authorization.

Give new employees forms to complete for employment and payroll. Set up and monitor the employee review process. Administer SIMPLE IRA retirement plan, healthcare insurance and benefits for employees. Maintain accurate vacation & sick accruals for all employees. Liaise with Principal regarding benefit costs. Manage all employee benefits including vacation/sick accruals, health benefits and all necessary insurance policies.

Print and analyze month end financial reports. Print project cost reports for Project Managers and Principal as needed. Send interior design purchases reports and services reports to architecture and interior design customers as requested. 

Ensure the integrity & confidentiality of the accounting office. Implement new upgrades and modules for accounting system as necessary. Skilled in budgeting, forecasting and analysis. Oversee office equipment and office maintenance including computers, equipment, office supplies.

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