Fustini's is seeking an Administrative Assistant!
Location: Traverse City
Job Type: Full-time (On-site)
Department: Headquarters
Reports To: Business Operations and HR Manager
Job Purpose
The Administrative Assistant keeps Fustini’s headquarters running, everyone communicating, and keeps the books accurate. The role carries two distinct accountabilities: day-to-day bookkeeping assistance across four retail stores, online, reseller and corporate gifting; and administrative support to the leadership team. It requires a high standard of accuracy, absolute confidentiality with payroll, wage, banking and personnel information, strong time management, and clear communication. A strong ability to take charge and meet tight deadlines will ensure success in this multi-faceted role.
Job Duties and ResponsibilitiesAdministrative Support
- Manage calendars, scheduling and time prioritization for President, Business Operations & HR Manager, Marketing Director, and Owner
- Handle and route communications, including emails, calls, and internal/external correspondence
- Coordinate travel arrangements, itineraries, and accommodations as it aligns with company-wide events, off-sites, retreats, and workshops
- Arrange meetings, including room bookings, materials preparation, meals and other logistics
- Prepare and edit reports, presentations, meeting documentation, and other executive materials as identified by leadership
- Conduct research and compile information for decision-making or strategic planning as requested
- Assist with special projects and track progress on executive action items
- Support general office management to maintain smooth daily operations
- Fulfill weekly administrative tasks including mail retrieval, banking deposits, supplies ordering, and office upkeep and organization
- Maintain personnel filing and employee request tracking through the HRM system
- Support leadership in gathering, sorting and verifying information from various sources, and transforming those metrics into clear, structured formats on identified dashboards, including the weekly EOS L10 scorecard
- Assist in tracking business operational budgets, such as Employee Perks
Customer Service and Account Support
- Serve as a first point of contact for inbound customer calls, voicemails and email inquiries; own each one through to resolution rather than passing it along
- Support orders end to end: entry, status, changes, shipping and tracking, returns, replacements and damage claims
- Support Corporate Gifting clients: quotes, order entry, personalization and proof approval, multi-address ship-to lists, delivery deadlines and payment terms
- Support Reseller accounts: order entry, current price lists, product availability and backorders, freight coordination with fulfillment, new account setup, W-9s and sales tax exemption certificates
- Resolve billing questions on the accounts this role invoices — short ships, credits, disputed charges — and carry the correction through to a clean invoice
- Absorb the Q4 corporate gifting peak, when order volume and delivery deadlines concentrate
- Escalate on a defined path to the correct owner: Business Gifting Coordinator for gifting program decisions, Reseller Program Owner for reseller pricing and terms, Marketing for anything reputational or public-facing and any additional utilizing the internal Accountability Chart
- Surface recurring issues and root causes to leadership rather than resolving the same problem repeatedly
Bookkeeping
- Work directly with the lead bookkeeping manager from external accounting firm to ensure financial accuracy and seamless process execution of the following tasks
- Enter and code accounts payable; manage vendor bills, W-9s and payment runs for approval
- Prepare and issue accounts receivable invoices for the Reseller and Corporate Gifting channels, and follow up on aging balances
- Reconcile daily sales and deposits across all retail locations and the online store
- Perform monthly bank, credit card and merchant-processor reconciliations
- Support month-end close: accruals, prepaid schedules and journal entries prepared for review
- Prepare and file sales and use tax returns for each jurisdiction on schedule
- Maintain the chart of accounts and vendor records in QuickBooks Online
- Assemble year-end 1099 filings and provide the CPA with requested schedules and support
- Reconcile timekeeping in WhenIWork for payroll
- Scope boundary: this role prepares, enters and reconciles. It does not issue financial statements, set accounting policy, or own the CPA relationship
Core Competencies
- Accuracy and Attention to Detail — Produces work that reconciles the first time and catches discrepancies before they compound.
- Confidentiality and Discretion — Handles payroll, wage, banking and personnel information with absolute discretion.
- Deadline Ownership — Owns a recurring calendar of obligations (month-end close, tax filings, payroll cutoffs) and meets them without being prompted.
- Systems Proficiency — Learns and works confidently across QuickBooks Online, the retail POS, and HR and scheduling systems.
- Service Orientation — Treats store managers and vendors as internal customers; responsive, with consistent follow-through.
- Ownership to Completion — Takes an inquiry from first contact to resolution, keeps the customer informed, and closes the loop without needing to be chased.
- Cross-functional Collaboration — Works effectively across departments to align priorities and resolve competing demands.
- Communication — Clear, confident, and professional in both written and verbal communication with all levels of the organization.
- Adaptability — Comfortable navigating ambiguity in a growing, entrepreneurial environment.
Qualifications
- 2+ years of bookkeeping or full-charge bookkeeping experience, ideally in a retail, restaurant or multi-location business preferred
- Customer service, inside sales or account support experience by phone and email, ideally B2B
- Comfort with order management in Shopify and with wholesale or B2B ordering workflows
- Proficiency with QuickBooks Online, Google Workspace and Microsoft Office (particularly Excel); working familiarity with iSolved (the HRIS of record), WhenIWork, Shopify, Wrike, the retail POS, and UPS or a comparable shipping platform
- Comfort with budget tracking and variance reporting; able to explain what a number is and where it came from
- Familiarity with EOS or similar business operating frameworks is preferred
- Valid Michigan driver’s license and a clean driving record (the role makes bank deposit runs)
- Successful completion of a background and credit check, required for banking access and QuickBooks Online permissions
- Associate’s degree in accounting, business or a related field, or equivalent bookkeeping experience; Bachelor’s preferred
Working Conditions
- Primarily an office-based role
- Physical Requirements: primarily desk-based work. Occasional lifting of 20-50 lbs (supplies, mail, deliveries). Sitting for long periods. Regular local driving for banking and postal runs
- Availability: Occasional holidays and early evenings
Expectations
- Participate in weekly EOS L10 meetings; gather and post scorecard measures ahead of each meeting
- Maintain segregation of duties: this role prepares and enters transactions; Business Operations and HR Manager reviews and approves payments and journal entries before they post
- Champion Fustini’s culture and standards in every internal, store and vendor interaction
- Raise discrepancies immediately rather than working around them
Directions to Apply
Hiring timeline: Position Open Until Filled
Contact for applications: [email protected]
Required application materials: Please send a Resume, Cover Letter, and Three Professional References to the email listed above
Job Type: Full-time
Pay: $21.00 - $25.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
Education:
Experience:
- Bookkeeping: 2 years (Required)
Ability to Relocate:
- Traverse City, MI 49684: Relocate before starting work (Required)
Work Location: In person
