Finance and Office Manager

CTK Architecture and Project Management Employer:
New York, NY, USLocation:
Thu, Nov 21 '24Posted on:
$90,000 - $110,000 annually Pay:

Finance and Office Manager Position at CTK

CTK, an Architecture and Project Management firm, is seeking a proactive and detail-oriented Finance and Office Manager to lead financial operations and ensure the efficient management of office workflows. This role involves financial oversight, operational management, and light HR responsibilities, contributing to a positive and well-organized workplace environment. The ideal candidate has strong financial expertise, advanced technical skills, and the ability to handle diverse responsibilities in a hybrid work environment.

CTK is a boutique firm of 15 professionals, with 9 team members based in the New York City office and the rest working remotely or from satellite offices. This is a hybrid role, based out of CTK’s Chelsea, NY office, requiring a minimum of three days per week in the office. This full-time position offers an annual salary range of $90,000 to $110,000, commensurate with experience.

Responsibilities:

• Financial Management:
  • Oversee accounts payable and accounts receivable processes.
  • Process payroll and ensure accurate onboarding and offboarding of employees within the payroll system.
  • Maintain and update the company’s financial model, conducting financial analysis and projections.
  • Use QuickBooks Online to manage financial transactions and ensure accurate reporting.
  • Collaborate with external accountants for financial reporting and tax preparation, ensuring compliance with all regulations.
  • Assist principals in creating and monitoring budgets for projects and the overall firm, identifying opportunities for cost savings.
  • Monitor employee expense reports and ensure compliance with company policies.
  • Track vendor contracts to ensure timely renewals and adherence to agreements.
  • Create and present monthly or quarterly financial reports to the leadership team for strategic decision-making.
• Office Management and Coordination:
  • Maintain and oversee all company insurance policies, ensuring adequate coverage and timely renewals.
  • Administer employee benefits, including health insurance and retirement plans, acting as the primary contact for benefits-related inquiries.
  • Coordinate with the external accounting firm to facilitate smooth and accurate tax filings.
  • Manage employee onboarding and offboarding, including account setup and ensuring smooth transitions.
  • Oversee software license management, ensuring proper allocation and renewals.
  • Handle office inventory, including purchasing computer hardware, office supplies, and other necessary resources.
  • Book occasional travel for employees and principals.
  • Plan and coordinate occasional team-building events, milestone celebrations, or wellness initiatives to foster a positive workplace culture.
  • Maintain confidential employee records, ensuring compliance with applicable regulations.
  • Post job openings, coordinate interview schedules, and assist in onboarding documentation for new hires.
• Tools and Systems Management:
  • Leverage advanced Excel skills for financial reporting, tracking, and maintaining financial models.
  • Utilize tools like QuickBooks Online and Microsoft Office to streamline workflows.
  • Manage internal systems and software for efficiency and compliance.

Qualifications:

• Education: Bachelor’s degree preferred, or equivalent experience in finance or office management.
• Experience:
  • A minimum of 10–15 years of accounting experience is required.
  • Proven experience in financial management, payroll, and office operations, ideally in a project-driven or creative environment.
  • Experience in service provider firms is a plus, especially in high-end professional design services firms.
• Technical Skills:
  • Advanced Excel proficiency is required.
  • Expertise in QuickBooks Online and Microsoft Office is essential.
  • Familiarity with Monograph Staffing software is a plus.
• Soft Skills:
  • Exceptional organizational skills with the ability to manage multiple priorities in a hybrid work environment effectively.
  • Excellent interpersonal and written communication skills.
  • High level of discretion and professionalism when handling sensitive information.

About CTK:

CTK is a leading architecture and project management firm dedicated to creating innovative and sustainable spaces that honor history and context. With a commitment to excellence and collaboration, we thrive on delivering projects that inspire and endure. Join us to contribute to a team that values creativity, precision, and the impact of thoughtful design.

Interested candidates are invited to submit their resume via email to jobs@ctkdpc.com.

Please be patient and allow us time to review applications before we get back to you.