Office Administrator & QuickBooks Coordinator

Job Description

Job Description

Office Administrator & QuickBooks Coordinator

Company: Florida Fireplace Systems
Location: 6998 49th Street N, Pinellas Park, FL 33781
Schedule: Full-Time, Monday–Friday, 8:00 AM – 4:00 PM

About Us

Florida Fireplace Systems has proudly served Florida for over 20 years, specializing in high-end luxury fireplaces. As a small, growing company, we value professionalism, accountability, and team members who genuinely care about contributing to our success.

We're looking for someone who wants more than just a job—we want someone who enjoys being part of a team, takes ownership of their responsibilities, and wants to help improve and grow the business. The right candidate will become a key part of our daily operations and play an important role in helping us stay organized, efficient, and customer-focused.

Position Overview

We are seeking a highly organized, detail-oriented Office Administrator & QuickBooks Coordinator to manage our day-to-day office operations.

This position is ideal for someone who is confident working in QuickBooks Online (QBO) , comfortable with computers and office software, responsive with email communication, and capable of independently managing multiple responsibilities.

The ideal candidate is proactive, dependable, and continually looks for ways to improve processes and contribute to the growth of the company.

This role primarily focuses on office administration and QuickBooks Online management. As the successful candidate becomes comfortable and proficient with their daily responsibilities, there will be opportunities to learn additional aspects of the business, including preparing customer estimates, assisting with project coordination, and taking on greater responsibility within the company. We are looking for someone interested in growing with the business and contributing to our long-term success.

Key Responsibilities

QuickBooks & Financial Administration

• Create and manage customer invoices within QuickBooks Online
• Enter bills, process vendor payments, and maintain accurate records
• Track accounts receivable and accounts payable
• Maintain organized digital financial records
• Ensure accuracy and attention to detail in all QuickBooks-related tasks
• Assist with general bookkeeping and administrative functions

Office Administration

• Answer and direct incoming phone calls professionally
• Monitor company email accounts and respond to customers, vendors, and team members in a timely and professional manner
• Maintain accurate customer and project information
• Organize digital files, job folders, and office records
• Scan, print, upload, and maintain documents
• Assist with scheduling and coordination of office activities
• Support management with administrative and operational tasks
• Help identify opportunities to improve efficiency and office procedures
• Maintain a structured and organized workflow throughout the office

Customer Service & Showroom Support

• Welcome customers, contractors, and builders visiting our showroom
• Provide a professional and positive customer experience
• Learn and retain product knowledge
• Assist with customer questions and product information
• Maintain a clean, organized, and presentable showroom environment
• Communicate confidently and professionally both in person and through email

Growth Opportunities

As you become comfortable with your core responsibilities and gain a deeper understanding of our products and processes, there will be opportunities to:

• Learn our product lines and pricing structure
• Prepare customer estimates and quotations
• Assist customers with product selections and project planning
• Support sales and project coordination efforts
• Take on increased responsibilities within the company
• Play a larger role in helping improve operations and drive company growth

This position offers long-term growth potential for someone who is motivated, dependable, and interested in becoming a valuable member of a growing business.

Qualifications

Required

• Strong proficiency in QuickBooks Online (QBO)
• Strong computer skills and ability to learn new software quickly
• Experience using email, web-based systems, Microsoft Office, and online platforms
• Excellent written and verbal communication skills
• Ability to respond to emails and customer communications promptly and professionally
• Highly organized with strong attention to detail
• Ability to work independently and stay productive without constant supervision
• Reliable, dependable, and professional
• Strong problem-solving skills and willingness to take initiative

Preferred

• Previous office administration, bookkeeping, or accounting experience
• Customer service experience
• Scheduling or project coordination experience
• Experience in construction, home improvement, or related industries

Who We're Looking For

We want someone who:

• Takes pride in their work
• Is proficient and confident using QuickBooks Online
• Enjoys being organized and keeping operations running smoothly
• Is comfortable using technology and computer systems every day
• Communicates professionally and responds promptly to emails and customer inquiries
• Brings ideas and solutions—not just problems
• Takes initiative and works well without constant direction
• Wants to grow with the company long-term
• Is motivated to help improve processes and contribute to the overall success of the business

If you're looking for a long-term opportunity where your efforts matter and your role can grow over time, we'd love to hear from you.

Benefits

• 1 Week Paid Time Off after 1 Year
• 401(k) Plan
• Paid Major Holidays
• Guaranteed Full-Time Hours
• Company-Provided Transportation for Off-Site Needs (if applicable)
• All Tools and Materials Provided
• Performance-Based Pay Increases
• Supportive, Team-Oriented Work Environment
• Long-Term Growth Opportunity

Pay: Based on experience, QuickBooks proficiency, and overall qualifications.

Florida Fireplace Systems is a locally owned small business specializing in fireplace installation, service, and maintenance. We take pride in quality craftsmanship, reliable service, and strong customer relationships. Our team works closely together to deliver safe, professional, and dependable fireplace solutions to homes across Florida.

Company Description

Florida Fireplace Systems is a locally owned small business specializing in fireplace installation, service, and maintenance. We take pride in quality craftsmanship, reliable service, and strong customer relationships. Our team works closely together to deliver safe, professional, and dependable fireplace solutions to homes across Florida.