Now Hiring - Smart Haven Lifestyle - Bookkeeper / Operations & Sales Support in Woodside, NY

Full description of the position

About Us Smart Haven Lifestyle (SHL) is a high-end smart home integration company specializing in automation, AV systems, lighting control, shading, networking, and custom residential technology solutions. We pride ourselves on white-glove service, technical expertise, and strong client relationships. We are seeking a dependable and detail-oriented Bookkeeper with Operations & Sales Support who will primarily oversee SHL's financial workflows while supporting the operations and sales teams in a fast-paced, growing environment. Overview The Bookkeeper / Operations & Sales Support Coordinator plays a crucial role in ensuring Smart Haven Lifestyle runs smoothly and efficiently. This position is responsible for managing the company's day-to-day financial workflows, supporting project operations, and assisting with sales-related administrative tasks. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced environment. They will take ownership of SHL's bookkeeping processes--handling invoicing, reconciliations, vendor accounts, payroll support, and financial reporting--while also providing critical support to our operations team through scheduling, documentation management, and project coordination. Additionally, the coordinator will support the sales team with CRM updates, client communications, and the creation of branded documents. This role is best suited for someone who enjoys structure but can adapt when priorities shift, communicates professionally, and takes pride in maintaining accuracy and accountability across multiple areas of the business. MUST HAVE BOOKKEEPING EXPEREINCE!!!! Responsibilities Bookkeeping & Financial Management (Key Responsibility) * Manage daily bookkeeping in QuickBooks Online, maintaining accurate and organized financial records * Handle Accounts Payable (vendor bills, credit card charges, receipts, credits) and Accounts Receivable (client invoices, deposits, payment posting, reconciliations) * Reconcile bank accounts, credit cards, and vendor statements monthly * Prepare client billing for base proposals, change orders, progress payments, service calls, and recurring subscriptions (Parasol, ARCC, etc.) * Track retainer balances, deposits, refunds, and outstanding payables * Follow up on overdue invoices professionally and in line with SHL standards * Generate financial summaries (weekly/monthly/quarterly) and assist leadership with budgeting, forecasting, and revenue tracking * Support year-end and month-end close with external accountants * Maintain vendor accounts, Net terms, and purchasing records; reconcile POs from D-Tools * Track incoming equipment, RMAs, credits, and open orders * Support payroll administration (review timesheets, track PTO/overtime, reimbursements, job costing) * Licensed Notary Public is a plus Operations Support * Assist in daily office operations, including incoming mail, phones, and basic administrative tasks * Maintain organized internal records (inventory logs, deliveries, RMAs, proposals, contracts) * Update Monday.com boards for project tracking and technician scheduling * Assist with employee onboarding (forms, access, HR documentation) * Help maintain an organized office environment, especially during the ongoing office transition Sales & Client Support * Prepare proposals, change orders, and client-facing documents * Track proposal follow-ups and maintain CRM data in D-Tools Cloud * Organize branded materials (PDFs, brochures, Lunch & Learn packets) * Coordinate meetings with clients, architects, designers, and vendors * Provide general administrative support to sales and leadership teams Pay: $55,000.00 - $65,000.00 per year Benefits: * 401(k) * 401(k) 3% Match * Dental insurance * Health insurance * Paid sick time * Paid time off * Vision insurance Application Question(s): * Have you managed both Accounts Payable and Accounts Receivable? * Have you worked with job-costing or project-based billing? If yes, please explain. * Are you comfortable following up on overdue invoices in a professional and diplomatic way? Experience: * Quickbooks Online: 2 years (Required) Ability to Commute: * Woodside, NY 11377 (Required) Work Location: In person