Bookkeeper/Office Manager

About the Role

This multifaceted role combines day-to-day office management with core bookkeeping responsibilities in our Pensacola, Florida facility. You will work closely with our Florida PEO partner for payroll and benefits processing. The ideal candidate is organized, proactive, and thrives in a fast-paced small-business environment.

Responsibilities

Financial & Bookkeeping Duties

• Manage daily bookkeeping using accounting software (QuickBooks or similar).
• Handle accounts payable and receivable, vendor payments, invoicing, and bank/credit card reconciliations.
• Track employee hours, submit payroll data to the PEO partner, and manage related reporting.
• Prepare monthly financial statements, profit & loss reports, and cash flow summaries for management review.
• Track and report on key metrics such as store sales, plant production, and operating expenses.
• Assist with inventory tracking, cost of goods, and supply ordering.
• Support year-end closing, tax preparation, and coordination with external accountants and the PEO.
• Ensure compliance with local, state, and federal regulations, including sales tax and business licenses.

Office & Administrative Management

• Oversee daily office operations, including front-desk customer service, phone handling, and appointment scheduling.
• Maintain organized filing systems (both physical and digital) for customer records, vendor contracts, and business documents.
• Manage office supplies, equipment, and facility-related administrative needs.
• Coordinate with the Plant Manager and retail store teams to support operational efficiency.
• Handle incoming and outgoing mail, emails, and general correspondence.
• Assist with human resources administration in partnership with the PEO: onboarding paperwork, maintaining personnel files, time-off tracking, and benefits coordination.
• Support marketing and customer retention efforts (loyalty programs, promotions, reviews).

Additional Duties

• Serve as a primary point of contact for customers, vendors, and service providers.
• Prepare reports and presentations for ownership as needed.
• Identify opportunities for process improvements and implement administrative best practices.
• Provide backup support at retail counter locations when required.

Requirements

• 3+ years of combined office management and bookkeeping experience, preferably in a retail, service, or small manufacturing business.
• Proficiency in QuickBooks (or similar accounting software), Microsoft Office Suite (especially Excel), and Google Workspace.
• Strong understanding of basic accounting principles and financial reporting.
• Associate or Bachelor’s degree in Accounting, Business Administration, or related field preferred. Relevant certifications (e.g., QuickBooks ProAdvisor) are a plus.
• Valid Florida driver’s license.
• Must pass background check and drug screening.

Preferred Attributes

• High level of accuracy, integrity, and confidentiality with financial data.
• Excellent organizational and multitasking abilities.
• Strong communication and customer service skills.
• Ability to work independently while collaborating effectively with plant, store teams, and the PEO partner.
• Problem-solving mindset with a willingness to take initiative.

Pay

$41,600 - $52,000 per year

Schedule

Monday - Friday, 8:00 AM - 5:00 PM