Bookkeeper (Part-time/Freelance)

Hales Gallery is a contemporary art gallery with locations in New York and London.

We are seeking a meticulous and reliable part-time/freelance Bookkeeper to support our finance operations in New York, working closely with the Managing Director on a weekly basis. The ideal candidate will be proficient in QuickBooks Online, ADP, Avalara, Art Logic, Microsoft Office products, and various business consulting functions, and have worked for a commercial gallery before. This role will require close attention to detail and the ability to handle multiple responsibilities while ensuring accurate and timely financial reporting. The position is primarily remote, however onsite meetings may be required on occasion.

Hours:

Average of 6-7 hours p/w, depending on period.

Key Responsibilities:

QuickBooks:

- Import and match transactions and receipts in QuickBooks

- Reconcile all accounts

- Record sales tax payments

- Enter bills and invoices accurately

- Produce monthly/quarterly financial reports

Art Logic Database:

- Occasional review and verification of invoices

- Generate detailed financial reports as required

- Enter and track invoice payments.

- Produce artist payment statements

Avalara:

- Track sales tax and confirm amounts for sales tax filings

- Add new states as nexus is established

- Register new states or coordinate with Avalara to complete registrations

ADP:

- Run semi-monthly payroll and ensure timely disbursement

- Update employee records as necessary

- File insurance audits and ensure compliance

General Duties:

- Conduct liability insurance audits

- Liaise with vendors and artists for financial coordination

- Collaborate with the accountant to review and resolve tax-related questions

- Work with US and UK accountants to ensure the businesses intercompany account is in balance

- Maintain Transfer Price spreadsheet for internal records

- Support gallery accountants in US and UK to deliver end of year tax filings

Banking:

- Enter and track payments

- Transfer funds between accounts to ensure proper liquidity

Other Business Consulting Duties:

- Provide general business consulting assistance as required by the gallery

Qualifications:

- Proven experience in bookkeeping with strong understanding of debits, credits, general ledger maintenance, and financial statement preparation.

- Over 3 years of hands-on experience QuickBooks Online and general bookkeeping practices.

- Familiarity with ADP, Avalara, and Art Logic

- Strong proficiency with Microsoft Office products, including Outlook, Word, and Excel.

- Strong organizational skills and attention to detail

- Ability to work independently, manage multiple priorities and meet deadlines

- Excellent communication and interpersonal skills

- Knowledge of sales tax laws and filings

Apply with cover letter and resume via NYFA

08/03/2025