Job Profile – Administrative Assistant (Nursery)
Job Title: Administrative Assistant
Department: Administration – Nursery
Reports To: Administrative Manager
Last Updated: July 23, 2026
I am looking for a candidate who lives near our work location, is highly proactive, detail-oriented, and has advanced proficiency in Microsoft Excel, QuickBooks Online, and Clover POS. Experience with accounting, payroll, and administrative support is highly preferred.
Position Summary
The Administrative Assistant serves as a strategic support to the overall administrative operations of the nursery. The primary purpose of this position is to provide direct assistance to the Administrative Manager in coordinating, executing, and monitoring administrative, financial, and human resources processes while ensuring accurate documentation, reliable financial records, regulatory compliance, and effective internal and external communication.
Through the execution of these responsibilities, the Administrative Assistant contributes to improving operational efficiency, administrative transparency, and the development of an organizational culture focused on discipline, professionalism, and continuous improvement.
This position requires a highly organized, analytical, and detail-oriented individual capable of managing large volumes of information with exceptional accuracy. Maintaining reliable records, preparing accurate financial and administrative reports, and demonstrating proficiency in Microsoft Excel, QuickBooks Online, and Clover POS are critical to success in this role.
Key Responsibilities
1. Administrative Management
- Maintain the administrative offices in excellent condition by ensuring cleanliness, organization, proper presentation, and the availability of all office supplies and operational materials, coordinating timely replenishment when necessary.
- Implement and maintain physical and electronic filing systems that ensure the integrity, confidentiality, and accessibility of company records.
- Draft official correspondence, executive reports, meeting minutes, and other administrative documents for management.
- Manage the Administrative Manager's calendar, coordinating meetings, appointments, and internal and external commitments.
- Assist in preparing and monitoring legal documentation, operating licenses, contract renewals, and regulatory compliance requirements.
- Prepare weekly payroll for employees of Perfect Choice Nursery, Aroid Greenhouses, and AMZ Classics, ensuring timely and accurate payroll processing.
- Maintain updated Excel records of expenses related to company-owned properties.
- Record and maintain administrative expense logs in Microsoft Excel, including special records for Residence B and authorized money transfers.
2. Financial Support
- Assist the Administrative Manager with the classification, recording, and preliminary reconciliation of invoices, expense receipts, and bank statements.
- Monitor vendor payment deadlines and accounts receivable, proactively identifying upcoming due dates or discrepancies.
- Accurately and timely record financial transactions in QuickBooks Online according to company procedures.
- Perform daily reconciliations between Clover POS sales, bank deposits, and accounting records, identifying and reporting discrepancies.
- Prepare administrative and financial reports using advanced Microsoft Excel functions to support management analysis and decision-making.
- Verify the accuracy of all financial and administrative information before submitting reports to management.
- Maintain internal controls that ensure the integrity and reliability of financial and administrative records.
- Assist with office and nursery purchasing activities while monitoring operating expenses.
- Prepare and submit monthly sales reports for Perfect Choice Nursery and Aroid Greenhouses to the Accounting Department during the first few days of each month, ensuring complete reconciliation with the corresponding bank deposits.
- Submit consolidated payroll reports identifying total payroll disbursements by company (Perfect Choice Nursery, Aroid Greenhouses, and AMZ Classics), including both check and cash payments, while verifying all related banking transactions.
3. Human Resources
- Manage and verify employee attendance, work schedules, and punctuality using biometric timekeeping systems.
- Assist in preparing, organizing, and maintaining employee personnel files, contracts, and legal compliance documentation.
- Assist in preparing payroll calculations, deductions, and payroll reports for Perfect Choice Nursery, Aroid Greenhouses, and AMZ Classics under the supervision of the Administrative Manager.
- Maintain updated employee records related to vacations, leave requests, and absences.
4. Customer Service & Communication
- Serve as the primary administrative point of contact for vendors, employees, customers, and external organizations assigned by the Administrative Manager.
- Provide excellent customer service at the nursery retail location.
- Screen and appropriately direct communications, requests, and inquiries to the Administrative Manager while ensuring timely follow-up.
- Provide logistical support for management meetings, internal training sessions, and other administrative activities.
- Maintain clear, respectful, and professional communication with employees and management at all organizational levels.
Operational & Commercial Support
- Assist with nursery cashier operations whenever necessary, ensuring accurate customer transactions and cash handling.
- Coordinate the purchase of automotive parts for AMZ Classics and manage wholesale vendor registrations to obtain competitive pricing.
- Maintain detailed labor-hour records by vehicle for AMZ Classics to accurately calculate repair labor costs.
- Prepare and maintain vehicle expense reports, including parts, labor, and all repair-related costs.
- Assist AMZ Classics in preparing and submitting photographs and required documentation for vehicles designated for auction.
Inventory & Purchasing Management
- Maintain accurate inventory records for indoor and outdoor plants (excluding the Aroid Room inventory) within the company's inventory system.
- Coordinate with Lidy and Raúl in preparing and distributing plant labels to ensure proper product identification.
- Purchase nursery operating supplies, including cleaning products, maintenance materials, office supplies, cat food, bird food, and other operational necessities.
- Coordinate seasonal orchid purchases based on inventory needs and customer demand.
- Assist in purchasing pots and production materials required for nursery operations.
Technical Qualifications
- Advanced proficiency in Microsoft Excel, including Pivot Tables, XLOOKUP, INDEX/MATCH, SUMIFS, advanced formulas, filters, data validation, dashboards, charts, and management reporting.
- Strong knowledge of QuickBooks Online, including transaction entry, bank reconciliations, accounts payable, accounts receivable, financial reporting, and month-end support.
- Experience with Clover POS, including sales reconciliation, revenue verification, transaction review, and reporting.
- Knowledge of accounting principles, invoicing, payroll processing, and financial documentation.
- Experience managing physical and digital document filing systems.
- Experience using biometric timekeeping systems is preferred.
- Bilingual (English/Spanish) preferred.
Core Competencies
- Exceptional organizational and planning skills.
- Excellent time management and ability to prioritize multiple tasks.
- Strong attention to detail and commitment to accuracy in financial and administrative records.
- High level of precision in preparing reports and maintaining documentation.
- Analytical skills to identify discrepancies, perform reconciliations, and recommend corrective actions.
- Strong sense of accountability with the ability to follow assignments through completion.
- Ability to maintain strict confidentiality when handling sensitive information.
- Self-motivated with excellent problem-solving skills.
- Strong verbal and written communication skills.
- Ability to work effectively under pressure while meeting deadlines.
- High ethical standards, professionalism, integrity, and discretion.
Tipo de puesto: Tiempo completo
Sueldo: $25.00 - $30.00 la hora
Pregunta(s) de postulación:
- Esta dispuesto a trabajar los dias sabados?
Escolaridad:
Experiencia:
- 3 anos: 1 año (Obligatorio)
Idioma:
- ingles y espanol (Obligatorio)
Disponibilidad de turnos:
- Turno diurno (Obligatorio)
Lugar de trabajo: Empleo presencial
