Office Manager and Bookkeeper

James Cummins Bookseller | New York, NY Full-time On-site $ 65,000 - 80,000
About us -James Cummins Bookseller is one of the leading antiquarian book dealers in the United States. Founded in 1978, the company operates an open shop on the Upper East Side of Manhattan as well as maintaining several warehouses containing 500,000 books in New Jersey. We are book lovers and sell to like-minded private collectors and institutions all over the world.What we are looking for -We're looking for an organized, unflappable person to manage the business and administrative side of the gallery - the books, the orders, the accounts, and the daily life of the office. You'll work closely with our owner, our booksellers, and our accountants, and you'll correspond regularly with clients, fellow dealers, and auction houses.This individual is comfortable dealing with financial data of a small company, is very detail oriented, can manage multiple simultaneous projects, has strong writing and interpersonal skills, a friendly disposition, and an interest in old books.The position will be responsible for overseeing the accounts payable and receivable and conducting other tasks related to the financial well being of the company, as well as upkeep of our open shop, the face of the business, including managing our accounts with vendors, auction houses, and other dealers; will be diligent at recording data and have an ability to produce and understand financial reports. We are looking for a strong writer with warm, professional instincts - this is a customer-facing role, and you'll be corresponding with serious collectors and institutional curators where discretion matters. The role is full-time, Monday through Friday 10am-6pm.Accounts & Bookkeeping:Manage settlements with fellow dealers, auction houses, and consignors - reconciling shared purchases, shared sales, and consignment payments, and keeping the position with each partner current and correctTrack expenses, check writing, taxes, cash flow, receipts and other financial dealings of the companyPrepare the monthly close for review by our accountants, and produce regular financial reporting (monthly and quarterly)Monitor accounts payable and receivable, including professional payment follow-up.Office Manager:Manage relationships with vendors, serving as first point of contactAid in the preparation of shipments and overseeing and accepting delivery of couriered packages, including maintaining supplies. General office errands. Maintain office equipment and supplies, including communication with building management.Oversee the gallery’s daily opening, closing, appearance, and visitor readiness.Assist in coordination of gallery events.Customer outreach, order processing and replying to inquiries (by phone call, voicemail, or email) in a prompt and professional manner. Run payroll through ADP; onboard new employees and field benefits questions.Manage contracts, W-9s and 1099s for independent contractorsMaintain attendance records and ongoing attendance log.Assist with book fair planning.Organize book fair travel for the team, including booking flights, hotels, car hire, and preparing travel documentationInventory Management:Process online ordersManage intake of new material, creating inventory records and updating locations in a timely fashionQualificationsBachelor's degree or equivalent experiencePast bookkeeping experienceStrong organizational and analytical skillsStrong written communication and professional follow-up skills.

Role requirements

Required skills

Past bookkeeping experience Strong organizational and analytical skills Strong written communication and professional follow-up skills
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