BOOKKEEPER & OFFICE ADMINISTRATOR (FULL-TIME / ON-SITE – LONG ISLAND CITY, NY)

About XiX Maintenance: 

XiX Maintenance is a certified women- and minority-owned commercial cleaning and restoration company in Long Island City, serving properties throughout New York City — from commercial cleaning to metal and stone restoration, pressure washing, and window cleaning. We're a small, growing team expanding into government and institutional contracts, which means real responsibility from day one and direct work with ownership.

We're looking for a motivated, detail-oriented Bookkeeper & Office Administrator to run the day-to-day financial, administrative, and compliance operations of our office.

Key Responsibilities:

• Manage day-to-day bookkeeping: expenses, vendor payments, and monthly bank and credit card reconciliations.
• Generate client invoices, track receivables, and follow up on payments.
• Prepare weekly payroll — verify timesheets and send summary reports before processing.
• Prepare monthly P&L returns, quarterly sales tax returns, and support year-end tax filings with our CPA.
• Prepare and distribute Certificates of Insurance (COIs) and compliance documents.
• Assemble and submit bids for private and government opportunities.
• Coordinate insurance renewals, licensing, and certification tracking.
• Provide daily administrative support to management and field teams; manage calendars and correspondence.
• Onboard employees and contractors and maintain personnel files.
• Keep records accurate and consistent across our platforms.
• Post weekly content on the firm's social media.
• Keep the website and online listings up to date.

Other related duties as assigned — full role details discussed at interview.

Requirements:

• 1+ years of bookkeeping, office administration, or similar experience
• Strong Excel skills — required (formulas, spreadsheets you build and maintain yourself)
• Proficiency with Microsoft Office (Word, Outlook)
• Ability to manage bookkeeping, payroll, invoicing, and reporting accurately and independently
• Excellent organizational skills, attention to detail, and follow-through
• Strong written and verbal communication skills
• Experience with QuickBooks Online is a strong plus
• Experience with ADP and CRM/field-service platforms is a plus
• Comfort with social media and content tools (Canva, Instagram, LinkedIn) is a plus

💡 We'll train the right candidate on our specific platforms and workflows — every process is documented with step-by-step SOPs.

🌐  Location:  34-18 Northern Blvd., Suite 3-2, Long Island City, NY 11101

⏰  Schedule:  Full-Time (Monday–Friday, on-site)

💼  Compensation:  Approximately $1,000/week, depending on experience.