Bookkeeper & Financial Administrative Specialist

About Us

Shades By Design is a leading provider of custom motorized and manual window treatments and innovative outdoor shading systems. Headquartered in Miami, we serve high-end residential, commercial, and hospitality clients across Florida, New York, and the Caribbean.

Our commitment to quality, innovation, and exceptional service has earned us recognition as one of America’s fastest-growing private companies by Inc. 5000 for three consecutive years.

We’re seeking a detail-oriented, proactive Bookkeeper & Financial Administrative Specialist to join our growing team. This role is perfect for someone who thrives in a fast-paced environment, is highly organized, and enjoys both accounting and administrative work.

Position Overview

The Bookkeeper & Financial Administrative Specialist will oversee the company’s daily financial operations, maintain accurate accounting records in QuickBooks Online, manage payroll, assist with HR and contract administration, and support leadership in maintaining smooth financial and administrative processes.

This position requires professionalism, strong attention to detail, and the ability to work independently while collaborating across departments.

Key Responsibilities

Bookkeeping & Financial Management

• Perform full-cycle bookkeeping in QuickBooks Online, including Accounts Receivable (AR), Accounts Payable (AP), reconciliations, and journal entries.
• Process vendor invoices and payments through Bill.com.
• Review and reconcile daily deposits, credit card transactions, checks, and wire transfers.
• Maintain accurate project and company financial data to support management reporting.
• Monitor and manage cash flow, budgets, and project profitability.
• Provide regular financial updates and reports to management and the external CPA firm.
• Prepare and submit monthly sales tax filings.
• Manage client collections and ensure timely payments.

Contracts & Administrative Support

• Maintain and manage Certificates of Insurance (COIs), business licenses, and liability policies.
• Assist HR with onboarding new employees (ADP setup, new hire files, software access).
• Track renewals for company and subcontractor licenses, insurance policies, and registrations.
• Support management with document preparation, filing, and other administrative duties.

Payroll & HR Support

• Process bi-weekly payroll through ADP.
• Coordinate with external accountants for payroll and benefits reporting.
• Maintain accurate employee records and ensure compliance with HR laws.
• Monitor driving records and maintain compliance for insured employees and company vehicles.

Requirements

Education:

• Bachelor’s degree in Accounting, Business Administration, or related field (or equivalent experience).

Experience:

• Minimum 5 years of professional bookkeeping or accounting experience.
• At least 2 years of experience in construction, design, or a service-based industry preferred.

Technical Skills:

• Proficient in QuickBooks Online and Bill.com.
• Strong Microsoft Excel and Office Suite skills.
• Experience with ADP or similar payroll platforms.

Professional Skills:

• Exceptional organization, time management, and problem-solving abilities.
• Excellent written and verbal communication skills in English (Spanish preferred).
• Strong attention to detail and accuracy.
• Ability to manage confidential information with discretion.
• Notary Public certification (or willingness to obtain one).

Compensation & Benefits

Salary: $55,000 – $65,000 annually (commensurate with experience and qualifications)
Schedule: Full-time, Monday–Friday, 8:00 AM – 5:00 PM

Benefits:

• Health, Dental, and Vision Insurance
• 401(k) Plan
• Paid Time Off & Holiday Pay
• Life Insurance

Why Join Us

At Shades By Design, you’ll be part of a company that values teamwork, professionalism, and innovation. We empower our employees with the tools and opportunities they need to grow and succeed.

If you’re a motivated, detail-driven professional looking to make an impact within a respected and fast-growing company — we’d love to hear from you.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance

Work Location: In person