Accounting & Administrative Assistant

About Empire Safe Company

Empire Safe Company has been protecting what matters to New Yorkers since 1904. From our Manhattan showroom and our Bronx warehouse and production facility, we sell, deliver, install, service and refurbish high-security safes, vault doors and related products for jewelers, financial institutions, businesses and residential clients across the region and beyond. We are a long-established, independently owned company, and we are actively modernizing our systems and the way we run the office. This position is part of that work.

Position Summary

This is a two-part job, and both parts matter. A meaningful share of your day is bookkeeping and finance support under the direction of our Chief Financial Officer: entering vendor bills and customer payments, matching invoices to purchase orders and receipts, keeping financial files in order, and helping prepare routine reports. The rest of your day is running the front desk and keeping the office organized: answering and routing calls, greeting visitors and deliveries, handling mail, and following up on paperwork so our managers and technicians can stay on their work.

You report to the CFO. You will learn our systems and our processes from her, and over time she will hand you more of the recurring work. You are not responsible for tax filings, financial statements, banking decisions or approvals; those stay with the CFO and company leadership.

What You’ll Do

Bookkeeping & Finance Support

• Enter vendor invoices and organize the supporting documents; match invoices to purchase orders, delivery tickets and receipts, and flag anything that does not line up.
• Record customer payments and assist with customer invoicing under the CFO’s direction.
• Maintain organized electronic and paper accounting files, vendor and customer records, and receipt and expense documentation.
• Assist with accounts receivable and accounts payable records, aging reports and routine financial reports.
• Help with basic account reconciliation and month-end preparation as directed.
• Follow up internally and with vendors for missing documents, such as W-9s, certificates of insurance, receipts and signed paperwork.
• Gather information the CFO needs for our outside accountants and company leadership.

Front Desk & Customer Communication

• Answer the main company line professionally, find out what the caller needs, and route the call to the right person or department.
• Take accurate messages and make sure they get followed up.
• Greet customers, vendors, delivery personnel and other visitors to the showroom and office.
• Log incoming sales inquiries and service requests so the right team can respond.
• Help with general customer questions, and know when to hand off a question about pricing, scheduling or service to the person who can answer it.

Administrative Support

• Filing, scanning, data entry and document organization, including our shared files.
• Prepare correspondence, create and update spreadsheets, and assemble paperwork for meetings.
• Mail and package coordination, office supplies and general office organization.
• Scheduling and calendar support when needed.
• Administrative projects for Finance and company leadership, and reasonable administrative support for other departments when directed.

Qualifications

• High school diploma or equivalent.
• One to three years of administrative, bookkeeping, accounting-assistant or office experience, or an equivalent combination of education and experience.
• Working skill in Excel (formulas, sorting, filtering, keeping spreadsheets organized), Word and Outlook.
• Accurate data entry and a careful eye for detail.
• Professional phone manner and comfort interacting with customers and vendors.
• Discretion with confidential financial, employee and customer information.
• Authorization to work in the United States.

Preferred Qualifications

• Associate degree or coursework in accounting, bookkeeping, finance or business administration.
• Experience with QuickBooks or another accounting system, including accounts payable or accounts receivable entry.
• Experience matching invoices to purchase orders and receipts.
• Experience in a sales, service or trade business that delivers and installs.

Technology / Systems

• Required: Microsoft Excel, Word and Outlook; strong general computer skills.
• Preferred: QuickBooks or a similar accounting system.
• A plus: experience with an ERP system such as Odoo, Microsoft Teams and Adobe Acrobat.
• We will train you on our systems. What we need is someone who learns new software readily and uses it carefully.

What We’re Looking For

• Organized, accurate and dependable. You show up on time and your work can be trusted.
• You understand that in financial work, getting it right matters more than getting it done fast.
• You follow established processes, and you ask when something does not make sense.
• You can juggle several responsibilities and still keep the phones covered.
• You are comfortable following up with coworkers, politely and more than once, for the paperwork you need.
• You take ownership of your area without overstepping your authority.
• You are at home in a small-to-mid-sized business where responsibilities sometimes cross departments.

Why Empire Safe Company

• Stability: a company with more than 120 years of history and a steady base of customers who rely on us.
• A real job with real scope: you will own the front desk and a growing share of the finance work, and you will see the results of your work every day.
• Direct mentorship from the CFO, and a seat at the table as we modernize our systems and processes.
• A small, professional team in Midtown Manhattan, a short walk from Grand Central and Bryant Park.

Compensation & Benefits

$27.00 to $32.00 per hour, depending on experience, paid weekly. Overtime is paid as required by law. Details of the benefits available for this position will be provided during the interview process.

How to Apply

To apply, send your résumé and a short note describing your bookkeeping or accounting-support experience to careers@empiresafe.com with the subject line “Accounting & Administrative Assistant,” or apply through this listing. Finalists will complete a brief, 25-minute skills exercise (Excel, document matching and a short email), and reference checks will be conducted.

Job Type: Full-time

Pay: $27.00 - $32.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Administrative or Bookkeeping: 1 year (Preferred)

Work Location: In person