Temporary Office Manager and Bookkeeper

Khalsa Design Inc. (KDI) is an established architectural firm located in Somerville, Massachusetts. Since 1985, our focus has been on providing quality services to our clients while offering leadership and growth opportunities to our staff. Although KDI’s client base is diverse, we specialize in Multi-Family Residential, Hospitality, Retail, and Mixed-Use projects.

We are seeking a highly organized, detail-oriented professional to provide temporary coverage for our Office Manager/Bookkeeper during a medical leave.

This position plays a critical role in supporting the firm's daily operations, financial administration, human resources, and client billing. The ideal candidate is comfortable managing multiple priorities, maintaining confidentiality, and working independently in a professional office environment.

• Manage accounts payable and vendor payments
• Process client invoices and monitor accounts receivable for 200 +/- active projects.
• Prepare bank deposits and reconcile accounts
• Assist with monthly financial reporting
• Maintain accurate records in Quick Books Desktop
• Coordinate with the firm's CPA and outside consultants as needed

• Process biweekly payroll for 15+/- employees
• Manage employee benefit enrollments and changes
• Track PTO balances and employee records
• Assist with 401(k) administration and payroll deductions
• Support compliance with federal and state payroll requirements

• Answer phones and greet visitors
• Manage office mail and deliveries
• Coordinate office supplies and vendor relationships
• Maintain electronic and physical filing systems
• Assist leadership with administrative projects and scheduling

• Assist with onboarding and offboarding employees
• Maintain personnel records
• Coordinate employment paperwork and compliance documentation
• Support recruiting and staffing efforts as needed

• Prepare client statements and payment reminders
• Assist project managers with administrative tasks
• Maintain project records and documentation

• 3+ years of bookkeeping, office management, or accounting experience
• Proficiency with Quick Books Desktop
• Strong Microsoft Office skills, particularly Excel and Outlook
• Organizational and time-management abilities
• Strong written and verbal communication skills
• Ability to handle confidential information professionally

• Experience with payroll processing
• Experience working in architecture, engineering, construction, or professional services firms

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The selected candidate will work directly with the current Office Manager prior to the leave to ensure a comprehensive handoff of responsibilities and a smooth transition.

• Office

• Bookkeeping: 2 years (Preferred)

• Somerville, MA 02143 (Required)