Office Manager/Bookkeeper

Job Overview

Gaviña Coffee Company is seeking an energetic and highly organized Office Manager/Bookkeeper to join our dynamic team. This is a key role to ensuring the efficient functioning of our growing manufacturing/warehouse operations by overseeing various administrative tasks and managing office resources and will report directly to the General Manager. You will be pivotal to maintaining a productive and organized workplace, enabling other staff members to perform their roles effectively, and partnering with Human Resources leadership at the corporate office to ensure compliance with personnel operations and company policies. Pay is flexible for the right candidate starting between $65-70k, and we also offer generous benefits and paid time off.

Duties

• Manage daily office operations, including overseeing front desk activities, greeting visitors & clients, and coordinating office supplies and equipment
• Handle multi-line phone systems, answer inquiries, direct calls efficiently, and provide exceptional customer service
• Maintain organized filing systems, both physical and digital, ensuring easy access to documents and records
• Perform data entry tasks with accuracy using productivity software such as Microsoft Office and spreadsheets
• Process typical small business bookkeeping tasks using QuickBooks or similar accounting software, ensuring timely invoicing, billing, and payments
• Partner with internal teams for the receiving, selling, and dispatching of merchandise
• Process payroll through the internal Paycom system
• Collaborate with internal and external teams to source temporary staffing as needed and approve their timecards
• Coordinate with corporate Human Resources to communicate and administer benefits, handbooks, policy changes, employee issue resolution, and other initiatives for the Miami division.
• Manage and maintain highly confidential business and employee information.
• Effectively learn and understand all aspects of the business.
• Successfully pivot and multitask to complete all work by deadlines.
• Assist with client communication, prepare correspondence, proofread documents for accuracy, and handle phone etiquette professionally

Qualifications

• Proven experience in office management or administrative roles with strong clerical skills
• Highly organized and self-motivated with the ability to manage operations in a professional manner
• Must be fluent in English and Spanish (read, write and speak)
• Proficiency in QuickBooks accounting software and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent computer literacy including data entry, spreadsheet creation, and document formatting
• Strong organizational skills with the ability to pivot and multitask efficiently in a fast-paced environment
• Demonstrated experience in customer service, front desk operations, and phone communication etiquette
• Ability to maintain confidentiality while managing sensitive financial information
• Exceptional reliability and punctuality
• Ability to meet with and deal courteously with fellow employees across departments and vendors/contactors
• Strong problem-solving and decision-making abilities with meticulous attention to detail
• Basic familiarity with basic, entry-level Human Resources protocols
• Valid driver’s license with clean driving record to operate company owned vehicles as needed

Education and Experience Requirements

• Associates or Bachelor's degree in business administration preferred or proven on-the- job experience in a related field
• At least five (5) years in Office Management in a manufacturing or warehouse setting preferred
• GMP/SQF/Food Safety/Defense Experience a plus
• Experience with Paycom HRIS systems a plus

Physical Requirements:

• Vision: ability to clearly see and read forms, emails, documents, instructions, and other visual forms of communication required to effectively perform duties.
• Speaking: ability to verbally communicate information and ideas clearly that others will understand
• Hearing: ability to hear and understand verbal information and speech
• Ability to sit at a computer for extended periods of time
• Manual dexterity for typing, scanning, and the performance of other administrative duties using a variety of office equipment.
• Ability to walk throughout the property, bend, twist, and carry up to 25lbs while performing duties.

Disclaimer

This description is not meant to be a complete list of all job duties, and the position may include other tasks as assigned or required by management. Job description may change at the Company’s discretion.

Gaviña Coffee Company is an Equal Opportunity Employer and will consider all applicants according to Fair Chance in Hiring Initiative regulations.

Pay: $65,000.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Are you able to read, write, speak, and communicate professionally in English and Spanish?

Experience:

• Office management: 5 years (Required)
• Bookkeeping: 1 year (Preferred)

Work Location: In person