Bookkeeper/Administrative Assistant

General Bookkeeper & Administrative Assistant

Department: Finance & Administration
Reports To: CEO and Director of Operations

Position Summary

The General Bookkeeper & Administrative Assistant is responsible for overseeing the company's day-to-day bookkeeping functions and implementing operational and inventory controls . This role supports financial reporting, accounts payable and receivable, budgeting, purchasing, inventory management, and administrative functions to maintain efficient and profitable operations.

The ideal candidate is highly organized, detail-oriented, analytical, and experienced in various roles in the hospitality industry.

Key Responsibilities

• Maintain accurate financial records in accordance with company policies.
• Assist in processing Accounts Payable and Accounts Receivable.
• Record select daily operational financial transactions.
• Contribute to generating monthly financial reports including Profit & Loss, Balance Sheet, and Cash Flow reports.
• Assist with budgeting and financial forecasting.
• Monitor department expenses and identify cost-saving opportunities.
• Prepare sales tax reports
• Coordinate with the company's CPA during month-end and year-end closing.
• Maintain vendor files, employee files, W-9s, and payment records.
• Ensure compliance with accounting standards and internal controls.

Inventory Controls

· Monitor, record and replenish inventories of Headquarters and remote locations:

• Food & Beverage
• Smallwares
• China, Glassware & Flatware
• Cleaning Supplies
• Office Supplies
• Communicate and coordinate with remote staff to accomplish task
• Conduct routine physical inventory counts.
• Establish and/or confirm seasonal par levels
• Identify solutions for discrepencies
• Generate inventory valuation reports.
• Coordinate inventory transfers between headquarters, events, and remote locations.
• Identify and develop inventory procedures that improve accountability and efficiency.

Purchasing & Vendor Management

• Create and issue purchase orders.
• Maintain relationships with vendors and suppliers.
• Compare pricing and negotiate competitive rates.
• Monitor vendor invoices for accuracy.
• Track backorders and outstanding purchases.
• Maintain purchasing records and vendor contracts where applicable

Administrative Responsibilities

• Assist with payroll preparation and employee expense reimbursements.
• Maintain organized financial and operational filing systems.
• Track contract renewals and forecast related costs
• Prepare financial documentation for audits and insurance requests.
• Assist ownership with preparation of financial analysis and reporting.
• Participate is HR related policy implementation. (PTO, Vacation Tracking)
• Support operational planning through financial data.
• Respond promptly to internal requests from management.
• Maintain confidentiality of financial and personnel information.

Human Resources & Compliance Administration

The Bookkeeping & Administrative Assistant will also serve as the company's records administrator, ensuring all employee, vendor, and insurance documentation is accurate, current, and compliant with company policies and applicable regulations.

Employee Records

• Maintain complete applicable employee personnel files.

Qualifications

• Bachelor's degree in accounting, finance, or related field is preferred.
• Minimum 2 years of bookkeeping and/or accounting related experience.
• Experience managing inventory systems is a plus.
• Proficiency in Microsoft Excel is a must.
• Experience with accounting software such as QuickBooks or similar software.
• Strong analytical and problem-solving skills.
• Excellent organizational and time management abilities.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred Skills

• Hospitality, catering, restaurant, hotel, or event industry experience.
• Budget management.
• Purchasing and procurement.
• Vendor negotiations.
• Payroll support.
• Financial reporting.
• Advanced Excel (Pivot Tables, VLOOKUP/XLOOKUP, formulas).
• Experience with POS and inventory management systems.

Core Competencies

• Integrity and confidentiality
• Attention to detail
• Financial accuracy
• Organization
• Accountability
• Critical thinking
• Initiative
• Strong communication skills
• Team collaboration
• Time management
• Customer service mindset

Pay: $25.00 - $30.00 per hour

Benefits:

• 401(k) matching
• Paid time off
• Professional development assistance

Application Question(s):

• Do you have any formal training or certifications that would be applicable to this role?

Language:

• Spanish (Preferred)

Ability to Commute:

• Miami Gardens, FL 33014 (Preferred)

Work Location: In person

Salary : $25 - $30