Bookkeeper

Northern Architectural Systems (“NAS”) is a growth-minded, locally owned and operated company which is dedicated to servicing our customers. We offer high quality, energy-efficient fenestration and building facade solutions to meet the requirements of a demanding market, while remaining environmentally-friendly. Northern Architectural Systems has been recognized by INC Magazine on the list of the top 5000 Fastest Growing Private Companies in America and as one of the top 50 Fastest Growing Companies in New Jersey by NJBIZ Magazine.

Overview:

We are looking to fulfill our need for a Bookkeeper at our Teterboro, NJ facility. This role is responsible for providing financial assistance for our Controller and accounting team. This individual will be accountable for the accuracy and efficiency of procedures, processing and examining incoming payments and the prompt resolution of payment discrepancies. The Bookkeeper must possess exceptional communication and time-management skills while being results-driven.

Essential Duties and Responsibilities (additional duties may be assigned):

Accounts Receivable (Full Ownership)

• Prepare customer invoices based on contract terms and PM-provided progress.
• Submit invoices to customers with required backup (PM provides documentation).
• Track retention, partial payments, and short payments.
• Light collections: send reminders, manage follow-up cadence.
• Apply customer payments in QuickBooks.
• Maintain AR aging and escalate issues timely.

• Reconcile AR monthly with the Controller.

Tax and Compliance Filings

• Prepare and file monthly/quarterly sales tax returns.
• Maintain tax exemption certificates for customers and projects.
• Prepare and submit quarterly IFTA (International Fuel Tax Agreement) filings.
• Reconcile fuel receipts and milage logs to IFTA filings.
• Maintain organized digital records of all filings.
• Support tax documentation for annual reporting.

Project Documentation and Closeout Support

• Maintain electronic and physical project files (contracts, COIs, tax certs, change orders, etc.).
• Track closeout documentation and coordinate with Project Managers (PMs) for missing items.
• Track and file lien waivers.
• Record and log operational change orders (PM identifies; Controller drives financial approval).
• Maintain updated billing schedules for all contracts.

Cash and Banking Support

• Perform routine bank reconciliations (operational accounts).
• Prepare and record bank deposits.
• Assist with credit card reconciliation (collect receipts and match statements).
• Enter simple journal entries approved by Controller.

Month-End and Controller Support

• Prepare documentation packages for month-end close.
• Reconcile AR-related accounts and tax liabilities.
• Assist Controller with ad hoc reporting and administrative tasks.
• Perform routine general ledger (GL) clean-up under supervision.

Requirements

• Must have a minimum of a high school diploma. Associate Degree in Accounting or greater preferred
• 1 - 3+ years’ experience as an Accounts Receivable Clerk, Accounting Clerk or Junior Bookkeeper (not in any healthcare related fields)
• QuickBooks Enterprise experience a plus
• Must be proficient in math and enjoy working with numbers
• Must be discrete and experienced in handling confidential information
• Keen attention to detail
• Strong organizational and problem-solving skills
• Fluency in English, both written and verbal, displaying strong written and oral communications

• Strong computer skills and working knowledge of MS Office; especially Excel

Benefits

Full-time position

Hourly Rate Range: $24.00 - $30.00 per hour (commensurate with experience)

PTO (Paid Time Off)

Medical, Dental and Vision benefits offered

401(k)

Employee Training