Accounts Payable Administrator

STAIR Galleries was established in 2001 and is located in the heart of the vibrant antiques and shopping district in Hudson, New York. We are one of the leading regional auction houses in America. Our dedicated, tight-knit team of professionals at STAIR provide a high level of expertise, exemplary client service, and share a common passion.

STAIR Galleries is small by design, allowing for flexibility and personalized service. Our creative business strategy enables us to sell a single item or an entire estate, across a wide range of values. We truly understand the rapidly changing auction market and have the proven ability to respond to our client’s individual needs with integrity. We balance the expectations of a modern marketplace with the charm of a traditional auction house.

Working at an antique and arts auction house offers a dynamic, fulfilling career for those with a passion for history, art, and culture. Preparing and participating in auction events can be exhilarating. The excitement during auctions, the anticipation of bidding wars, and the satisfaction of successful sales create a unique atmosphere.

Are you interested in supporting the exchange of valuable items between collectors and clients, ensuring their continued appreciation? The Accounts Payable Administrator is a newly created position and if you have experience in accounting and want to have a unique and satisfying career we encourage you to apply!

Job Summary:

We are seeking a detail-oriented, proactive, organized Accounts Payable Administrator to join our finance team. The Accounts Payable Administrator will be responsible for managing the company's Accounts Payable process, ensuring accurate and timely processing of invoices, payments, and reconciliations. The ideal candidate will have excellent communication skills, prides themselves on accuracy, and thrives in a fast-paced environment.

Job Responsibilities:

Manage consignor and referrer accounts:

• Work with Consignment Coordinator to ensure an optimal client experience for our consignors and referrers.
• Confirm that settlement statements and referrer statements and related payments are timely, complete, and accurate.
• Ensure all consignor and referrer payments are approved prior to sending.
• Communicate with consignors and referrers in conjunction with the Consignment Coordinator and respond to client inquiries regarding payouts, settlement statements and payments.
• Ensure the consignor subledger and general ledger are always in reconciled and accurate.

Manage vendor accounts including mortgages and debt:

• Review vendor invoices/bills for relevance and accuracy, and ensure duplicate payments are not made. Track and file all documentation.
• Ensure sign-off/approval from employees who ordered the goods and/or services.
• Create bills and payments in the financial system, accurately recording values and classifying expenditures in the correct general ledger account.
• Reach out to vendors with any discrepancies or questions and respond to their inquiries.

Client Services:

• Respond to buyer and consignor client inquiries via telephone, email and in person.

Regulatory:

• Obtain and file W-9s for all payees.
• Keep abreast of changes in laws.
• Prepare 1099 information accurately and on a timely basis.

Cash Accounts and Incoming Deposits:

• Upload of all incoming payments from the auction system to the accounting system.
• Ensure all cash and checks are deposited in the bank on a timely basis.
• Ensure all deposits are recorded in the financial system on a timely basis.
• Reconcile all bank accounts, monthly.

Other Responsibilities:

• Maintain fixed assets ledger and record accurate depreciation each month.
• Monitor the Finance email account.
• Complete paperwork for auction permits and file with the city of Hudson.

Minimum Requirements:

• Four-year college degree, or equivalent in accounting preferred
• Three years of accounting experience
• Strong financial and analytical skills
• Strong organization skills with attention to detail
• Ability to be resilient and flexible
• Client-service oriented and discrete
• Creative problem solver and ability to multitask
• Team player able to work well with others toward a common goal
• Computer literacy required, including proficiency in financial systems and Microsoft office products

STAIR Galleries is proud to offer a fascinating, fast paced work environment, and the following benefits:

• Medical Insurance (CDPHP Silver Plan)Health Reimbursement Account
• Dental Insurance
• Generous time off
• 401k with match
• Complimentary Gourmet Lunch provided 4 days a week
• Discretionary bonuses

Job Type: Full-time

Pay: $28.00 - $34.00 per hour

Benefits:

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

Experience level:

• 3 years

Schedule:

• Monday to Friday

Application Question(s):

• This is an onsite position. Is that acceptable to you?
• Do you enjoy working in a fast-paced environment?
• What are your hourly rate expectations?

Experience:

• Accounts payable: 3 years (Required)

Work Location: In person