Controller/Bookkeeper

A contemporary art gallery in Chelsea seeks a Controller / Bookkeeper.

Job Description Role & Responsibilities 

The Controller/Bookkeeper will be responsible for the gallery’s day-to-day management of all accounting/finance, the maintenance of financial records, and the preparation and interpretation of financial reports for senior management and accountants.

Financial Controls

Managing cash flow

Oversight of company accounts using QuickBooks

Manage accounts payable and accounts receivable processes

All data entry into the accounting system

Record and ensure financial compliance when needed

Reconciliation of all bank accounts

Manage daily banking activity

Managing FX when needed

Download and categorize all credit cards

Pay sales tax and prompt tax for a multiple entities and states

Preparing and filing financial documents

Prepare cash balance statements for management on a weekly basis

Budgeting

Develop annual operating budget and track spending to meet all financial obligations

Provide monthly budget reports and financial statements

Assess cost allocation methodologies

Audit & Regulatory Compliance

Oversee annual financial statement audit by outside accountants

Oversee preparation and review of all state regulatory filings

Review internal control procedures and implement best practices

Taxes

Finalize books at year end and prepare for tax filing with accountants

Review, adjust, and finalize annual tax returns

Make quarterly payments as needed

Human Resources

Management

Manage offer letters and confidentiality agreements for employees and consultants

Oversee onboarding and off-boarding employees, as required

Manage W-9s as required by clients

Manage contracts, W-9s and 1099s for independent contractors

Manage with partner, relevant directors, all document performance and compensation issues

Organize and direct annual review process

Maintain staff personnel files

Payroll

Bi-weekly entering of team payroll

Manage employee data, W-2s, benefits

Manage health insurance deductions, 401(k) deductions and contributions through the payroll system

Manage year-end bonus payments and appropriate deductions

Health Insurance and 401K Administration

Maintain health and dental insurance, Health Savings Accounts

Oversee health insurance program for employees and departed employees (COBRA)

Conduct annual employee audit for Business / Workers’ Comp Insurance

Administer and track State PFML for NY employees

Bi-annual reporting to 401(k) Plan Administrator

Tracking 401(k) Plan eligibility and participation by qualified employees and enrollment

Operations

Maintain and regularly review business insurance policy with insurance broker

Administer and negotiate leases of office spaces

In concert with Partners, develop project-specific proposals and budgets

Provide technical support to the team regarding various state tax rules and insurance queries.

Please email cover letter and resume to: [email protected]