What are the responsibilities and job description for the Bookkeeper/Office Manager position at Rare Plant Fairy?
ABOUT RARE PLANT FAIRY
Rare Plant Fairy (RPF) is a fast-growing specialty e-commerce plant shop based in Southeast Michigan. We import, cultivate, and sell rare and exotic houseplants direct to customers across North America through our Shopify storefront and retail greenhouse. We're a small, close-knit team that moves fast, takes pride in what we do, and genuinely loves plants.
We're at an exciting point in our growth. We're building out our operations infrastructure, adding senior leadership, and creating the systems that will carry us through the next phase. This hire is foundational to that work.
THE ROLE
We're looking for a sharp, self-directed Bookkeeper / Office Manager to be the operational backbone of RPF. This is not a siloed bookkeeping job. It's a hybrid role that spans financial operations, HR administration, compliance, and day-to-day office management. You'll work closely with our CFO and report directly to the CEO.
The right person for this role has worked in a small business before, knows how to figure things out without a team of people behind them, and takes genuine satisfaction in making operations run smoothly.
WHAT YOU'LL OWN
Finance & Bookkeeping
- Run weekly payroll in OnPay, including timesheet review and corrections
- Manage expense tracking and vendor payments through Ramp (virtual cards, bill-pay)
- Administer QSEHRA monthly: invoices, employee add/remove, reimbursements
- Reconcile accounts and maintain clean books in QuickBooks Online, working alongside our CFO
- Handle vendor invoices: receive, review, route for approval, and process payment
- Manage recurring rent payments and track lease obligations across multiple units
- Prepare and submit Michigan withholding tax, sales tax, UIA quarterly filings, and FTET
- Respond to UIA documents (1302, 1575, 1713) on time. These have hard deadlines.
- Liaise with our year-end CPA firm and provide organized records at close
- Track cash deposits from POS and ensure accurate logging
HR & Compliance
- Maintain employee files: onboarding docs, written warnings, raise records, PTO tracking
- Own the timesheet approval workflow: collect, verify, route to managers, correct errors
- Manage security access codes for all facilities and add/remove employee access as needed
- Maintain OSHA compliance logs (Form 300/300A/301) and coordinate workers comp annual survey
- Manage workers comp policy administration and incident filings
- Assist with onboarding logistics for new hires
Office Management & Operations
- Manage insurance renewals (BOP, commercial vehicle, workers comp)
- Handle incoming mail, vendor correspondence, and general office administration
- Maintain vendor contact lists and manage recurring vendor relationships
- Support import/export documentation and coordination with our customs broker
- Support the CEO with ad hoc administrative tasks as needed
WHAT WE'RE LOOKING FOR
- 5-6 years of experience in a bookkeeper or office manager role, ideally at a small business
- Solid QuickBooks Online experience. You should be comfortable in it, not learning on the job.
- Experience running payroll (OnPay, Gusto, or similar) and understanding of payroll compliance basics
- Familiarity with Michigan state tax filings: withholding, UIA, sales tax
- Organized and detail-oriented. You catch things, you follow up, you don't let things fall through.
- Comfortable working independently and figuring things out without a lot of hand-holding
- Warm and communicative. You'll work closely with senior leadership and interact with the broader team.
- Experience with Ramp or WhenIWork is a plus but not required
WHAT WE OFFER
- $50,000-$60,000 annual salary, depending on experience
- QSEHRA health benefit: we reimburse your individual health insurance premium monthly
- Paid time off
- Stable, consistent hours in a small business environment where your work is visible and valued
- Employee discounts
- A genuinely fun place to work. We're surrounded by rare plants all day.
- Direct access to senior leadership
- Room to grow as the business grows
HOW TO APPLY
Send your resume and a brief note about your small business bookkeeping experience to career@rareplantfairy.com. Please include "RPF Bookkeeper" in the subject line. We'll review applications on a rolling basis and respond to candidates we'd like to meet within one week.
Rare Plant Fairy is an equal opportunity employer.
Salary : $50,000 - $60,000