Finance, Administration & Systems Manager

We are seeking a financially capable, highly organized, and technology-oriented Finance, Administration & Systems Manager to oversee our financial operations, administrative systems, and process-improvement initiatives., This is not a traditional office-management position. The successful candidate will take ownership of the company's day-to-day financial and administrative functions while actively identifying opportunities to simplify, automate, consolidate, or eliminate inefficient processes through artificial intelligence, software integrations, and improved operating systems., Financial Management and Accounting

• Maintain accurate and current financial records in QuickBooks Online.
• Manage accounts payable, vendor payments, accounts receivable, invoicing, and collections.
• Reconcile bank accounts, credit cards, payment platforms, loans, and balance-sheet accounts.
• Review transactions for accuracy and proper allocation among projects and business units.
• Manage month-end closing procedures and maintain a consistent closing calendar.
• Prepare monthly financial reports, including profit-and-loss, balance-sheet, and cash-flow reports.
• Maintain a detailed weekly cash-flow forecast.
• Prepare documentation for sales tax, payroll, insurance audits, tax preparation, and other compliance requirements.
• Coordinate with external accountants, payroll providers, insurers, and professional advisors.
• Develop and maintain accounting procedures and internal financial controls.

Project Accounting and Profitability

• Prepare deposit requests, progress billings, change-order invoices, and final project invoices.
• Monitor project payment schedules and follow up on outstanding balances.
• Track project costs, including materials, labor, subcontractors, freight, and installation expenses.
• Compare estimated costs with actual project results.
• Prepare project-profitability reports and identify cost overruns, unbilled work, and margin concerns.
• Assist with project estimates, budgets, cost analysis, and pricing.
• Ensure purchase orders, vendor invoices, and employee time are assigned to the correct projects.

Purchasing, Inventory and Logistics

• Coordinate the purchasing of plants, containers, materials, equipment, and services.
• Prepare and track purchase orders, vendor pricing, quantities, terms, and delivery schedules.
• Support inventory management, product costing, pricing, and restocking.
• Maintain accurate product, inventory, and cost information across Shopify, Katana, QuickBooks, and related systems.
• Coordinate logistics with vendors, freight carriers, clients, and internal teams.
• Manage claims, credits, replacements, and returns involving damaged or incorrect merchandise.
• Support consignment inventory tracking, reconciliation, restocking, and invoicing.
• Produce regular sales, purchasing, inventory, and profitability reports.

AI, Automation and Process Improvement

• Evaluate existing financial, administrative, purchasing, inventory, reporting, and project-management workflows.
• Identify repetitive tasks and unnecessary steps that can be automated, simplified, consolidated, or eliminated.
• Implement practical AI tools to improve reporting, estimating, purchasing, collections, communication, data analysis, and internal operations.
• Develop automated workflows among QuickBooks, Shopify, Katana, Google Workspace, email, and other company platforms.
• Create management dashboards and exception-based reports that clearly identify matters requiring attention.
• Evaluate software subscriptions and business systems for unnecessary costs, overlapping functions, and integration opportunities.
• Develop and document AI-supported standard operating procedures.
• Train employees to use approved AI and automation tools effectively and responsibly.
• Measure the time savings, financial savings, and operational improvements produced by new systems.
• Maintain appropriate human review and approval controls over payments, payroll, tax filings, contracts, and significant financial decisions.
• Protect confidential company, employee, vendor, and client information when using AI tools.

Office and Administrative Management

• Oversee general office administration and maintain organized digital and physical records.
• Establish and maintain administrative procedures, calendars, filing systems, and internal controls.
• Manage business licenses, permits, insurance documents, vendor records, contracts, renewals, and compliance deadlines.
• Assist company leadership with scheduling, correspondence, reporting, and administrative follow-up.
• Manage relationships with technology, payroll, insurance, and administrative service providers.
• Create and maintain company policies and standard operating procedures.
• Identify gaps in responsibility and ensure important matters are followed through to completion.

Payroll and Human Resources Administration

• Coordinate payroll information, employee hours, commissions, bonuses, deductions, and reimbursements.
• Maintain employee records, onboarding documents, employment agreements, and compliance documentation.
• Track PTO, attendance, and timesheets.
• Coordinate employee onboarding and offboarding.
• Work with payroll, workers' compensation, benefits, and insurance providers.
• Maintain strict confidentiality regarding employee and company information., Success in this position will be measured by:
• Accurate and timely financial records
• Consistent invoicing and effective collection of receivables
• Reliable weekly cash-flow visibility
• Timely and organized month-end closing
• Accurate project-cost and profitability reporting
• Effective control of purchasing, expenses, and inventory
• Timely completion of payroll, filings, renewals, and administrative deadlines
• Well-organized records and documented procedures
• Measurable reductions in manual work, duplicated tasks, operating costs, and reporting delays
• Effective and responsible implementation of AI and automation

Pay: $75,000.00 - $90,000.00 per year

The ideal candidate is proactive, analytical, genuinely interested in AI, and motivated to help build a lean, efficient, and technology-driven organization. This person will not simply maintain existing procedures-they will be expected to question how work is performed and develop better, more scalable ways to operate., * Bachelor's degree in accounting, finance, business administration, or a related field preferred.

• Four to six years of relevant experience in accounting, bookkeeping, financial operations, administration, or a related role.
• Strong working knowledge of QuickBooks Online.
• Experience managing accounts payable, accounts receivable, reconciliations, and month-end closing.
• Strong Excel or Google Sheets skills, including formulas, budgeting, reporting, and financial analysis.
• Strong interest in artificial intelligence, automation, and emerging business technology.
• Demonstrated ability to independently evaluate, learn, and implement new software.
• Excellent organizational skills, attention to detail, and follow-through.
• Strong written and verbal communication skills.
• High level of integrity, discretion, initiative, and accountability.
• Ability to work independently while collaborating effectively with leadership and operational teams.

Preferred Qualifications

• Experience with QuickBooks, Shopify, Assemblified or other inventory management systems, ChatGBT, and Claude.
• Experience with automation platforms such as Zapier or similar tools.
• Experience in preparing cash-flow forecasts and project-profitability reports.
• Familiarity with payroll administration, sales tax, employee records, and insurance audits.
• Experience in a project-based, design, construction, hospitality, retail, landscaping, or creative business.
• Experience supporting a growing, entrepreneurial, or owner-operated company.
• Experience developing dashboards and automated management reports.
• Spanish fluency is a plus.

Ideal Candidate

The ideal candidate is financially minded, highly organized, proactive, and comfortable taking ownership. They do not wait for problems to surface-they identify inconsistencies, pursue missing information, anticipate deadlines, and ensure important matters are completed.

They should be equally comfortable reconciling an account, following up with a client for payment, analyzing project profitability, negotiating with a vendor, organizing an administrative process, and implementing an AI-supported workflow.

We are looking for someone who is genuinely excited about artificial intelligence and believes traditional business processes can be redesigned. The right candidate will not simply inherit existing procedures; they will question them, improve them, automate them, and eliminate unnecessary steps.

Pulled from the full job description

• Health insurance
• Paid time off
• Paid holidays, Just as importantly, they should have a genuine appreciation for plants, nature, art, and design and feel personally aligned with Plant The Future's mission and creative vision. We want someone who is inspired not only by the responsibilities of the role but also by our work and our commitment to transforming the relationship between people and the natural world.

Compensation and Benefits

• Base salary of $75,000-$80,000, based on experience
• Annual performance bonus of up to 12.5% of base salary
• Formal compensation review after six months
• Ten days of flexible paid time off annually
• Five paid company-break days during the year-end closure
• Paid company holidays
• Professional development opportunities related to AI, automation, accounting, and business systems
• Defined opportunity for professional growth based on performance

Founded in Miami in 2008, Plant the Future is a biophilic design company dedicated to reconnecting people with nature through design, art, hospitality, and immersive experiences. Through plants, botanical art, custom installations, curated objects, and experiential programming, we create environments that inspire calm, creativity, connection, and well-being. Our flagship destination in Miami's Little River neighborhood brings this vision to life through a botanical retail gallery, café, events, workshops, and community experiences.