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Business Office Lead

Job Title: Business Office Lead

Job Status: Part-Time

Location: Hybrid/On-site approx. 2 days/week in Schenectady, NY

Reports to: CEO

What We’re Looking For

MUST BE A QUICKBOOKS WIZ WITH PURCHASE ORDER/GOVERNMENT CUSTOMER AND RETAIL EXPERIENCE! We are looking for a highly-organized, conscientious, reliable, customer service-focused business office lead for our 100+ year-old theatre arts company.

We rent and sell costumes to schools, theatres, and consumers across the US and Canada. The majority of our customers are school districts and/or nonprofits, so it’s critical that the Business Office Manager be experienced in working with purchase orders and ensuring customer orders adhere to district requirements. 

We need a Business Office Lead who can fully manage accounts payable and receivable processing and collections (including phone calls and email to vendors and customers), accurately prepare and submit state tax filings, and keep copious notes to support reconciling accounts and month-end closing procedures. 

Additionally, the Business Office Lead must support other teams in managing rental contracts, and customer communications related to their orders and accounts, and other bookkeeping, bid submission, and administrative tasks as needed.

The Business Office Manager will report to the CEO/President and work closely with department managers on contract and account management, as well as HR and Accounting contractors. 

What You’ll Do

Key Job Responsibilities 

• Managing all transactions, entries, and reporting in Quickbooks Online.
• Purchase Orders: Ensuring that signed purchase orders are received once orders are placed and before ship dates.
• Accounts Payable (AP): Processing vendor invoices, posting bills, and managing payments (ACH, check).
• Accounts Receivable (AR): Invoicing clients, tracking aging reports, collections emails and phone calls, and posting incoming payments.
• Bank and Credit Card Reconciliation: Matching expenses and invoices to complete month-end close.
• Sales Tax Filing: Preparing and submitting multiple, state-specific sales tax filings and managing tax compliance.
• Office Management: Handling front desk operations, managing mail, scheduling, and supporting staff.
• General Ledger/Reporting: Reconciling accounts and supporting month-end closing procedures.
• Bid Support: Submitting sole source letters and official estimates as needed to support sales teams in securing a sale and/or ensure compliance with state/school district rules.  
• Bank Deposits: Preparing bank deposits.
• Other duties as assigned.

What Success Looks - First 90 Days

• Learn existing policies and procedures and be able to successfully execute AP/AR, state tax, and contract admin-related processes.
• Ensure 100% of contracted orders have signed purchase orders.
• Ensure sales tax filings for the period are filed accurately and on time.
• Ensure 100% of AP/AR accounts are paid, none in arrears.

What You’ll Bring

Education & Experience

• High school diploma required. Bachelor’s degree preferred (business, accounting, finance, or related.
• 3-5 years of experience in office management, bookkeeping, and/or accounting. Must include experience with sales tax filing.
• Must have at least 3 professional recommendations related to reliability, professionalism, trustworthiness, and accuracy of work. 

Must-Have Technical Skills & Tools

• Strong proficiency in Quickbooks and Quickbooks Online. 
• Understands and can access reports from Shopify, Amazon, Etsy, or another online platform in support of state tax filling duties.
• Proficient at filing state tax for retail and rental sales in multiple states.
• Experience reconciling bank and credit card statements and making general ledger entries.
• Some familiarity with WorkforceNOW ADP for reporting.

Soft Skills & Cultural Fit

• Data-driven mindset—comfortable using reports to support AP/AR, sales tax, other duties.
• Accurate and detail-oriented—must “sweat the details” and strive for 100% accuracy every time, every day.
• Trustworthy and discreet—you never share financial or confidential information, and don’t use your access to this information for personal gain.
• Friendly and professional—friendly and approachable for customers and staff, while ensuring your duties are professionally executed.
• Self-starter and problem solver—works well solo or collaboratively and proactively identifies opportunities and executes solutions.
• Strong collaboration skills—works cross-functionally and leads projects independently.
• Mission-aligned—loves theatre and theatre folk and wants to ensure its transformative benefits are available to actors of every age, everywhere.

Work Schedule and Location

• Part-Time—20-25 hours per week.
• Hybrid (2 days/week on site). Must be located in NY Capital Region near Schenectady.

Compensation and Benefits

Hourly Rate: $26-28/hour

To Apply

When applying, upload and submit your resume and a cover letter explaining why you’d be a great fit for this position.

The Costumer is an equal opportunity employer. This job description is not an exhaustive list of duties, and additional responsibilities may be assigned.

The Costumer is a 108 year-old costume rental and retail business. We are committed to advancing scholastic theatre with its transformative benefits—enhancing communication skills, boosting self-confidence, encouraging resilience, enhancing social skills, and fostering empathy and critical thinking. We take pride in being the costumer for thousands of productions annually.