Bookkeeping and Administrative Assistant

Job Title: Bookkeeping and Administrative Assistant

Location: Traverse City

Job Type: Full-time (On-site)

Reports To: Business Operations and HR Manager

Job Purpose

The Bookkeeping and Administrative Assistant keeps Fustini’s headquarters running, everyone communicating, and keeps the books accurate. The role carries two distinct accountabilities: day-to-day bookkeeping 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 Responsibilities

• Administrative 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
• 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 Quick Books Online
• Assemble year-end 1099 filings and provide the CPA with requested schedules and support
• Reconcile timekeeping in WhenIWork for payroll
• Coor…