Office Manager and Bookkeeper

For more than a generation, this family-owned garden center and events venue has been the place our community comes for plants, expertise, and celebrations. The person who has kept the office running behind it all is retiring after many years, and we are looking for the right professional to take the handoff. This is a seat at the center of the business. You will report directly to the owner and CEO, know the numbers before anyone else, and be trusted with payroll, the bank account, and the people. If you are an experienced office manager or bookkeeper who wants to make a difference in a place where the work is visible and the seasons are beautiful, we would like to meet you.

Position Overview

Hornbaker Gardens, Inc., a family-owned nursery, destination garden center, arboretum, botanic gardens, and wedding venue, is seeking an experienced Office Manager to oversee bookkeeping, payroll, human resources, and administrative operations. This role manages the books from daily deposits through month-end, administers payroll and benefits, serves as a primary point of contact for customers by phone and email, and provides the owner with timely financial and operational reports. This is not an entry-level position. Discretion, accuracy, and the ability to prioritize independently during the busy spring season are essential.

Core Responsibilities

Bookkeeping & Financial Reporting

• Maintain the general ledger and complete month-end close, including journal entries and account reconciliations.
• Manage accounts payable and accounts receivable — vendor bill entry, bill payment, customer invoicing, statements, and collections.
• Prepare monthly financial reporting for the owner and maintain a simple daily performance dashboard tracking sales versus budget and prior year, average ticket, labor hours, and cash position.
• Support annual budgeting; prepare the year-end package and coordinate the corporate tax return with the outside accountant.

Banking, Cash & Tax

• Handle daily deposits, retail and barn cash, credit card settlements, operating loan transfers, balance monitoring, and bank reconciliations.
• Prepare and remit monthly sales tax reporting and payment.
• Manage the credit card merchant relationship and PCI compliance; support insurance and workers’ compensation audits.

Human Resources & Payroll

• Process weekly payroll, payroll liability payments, and monthly and quarterly wage and tax reporting.
• Handle new-hire paperwork and setup, employee files, I-9 verification, and offboarding.
• Administer the SIMPLE IRA, Illinois Paid Leave for All Workers (PLAWA) tracking, and the workforce/time-clock application.
• Manage workers’ compensation claims and correspondence; maintain required state and federal poster displays and annual harassment prevention training.

Purchasing & Vendor Management

• Set up and maintain vendor records, W-9s, certificates of insurance, and annual 1099 reporting.
• Order office supplies; manage reorder points and preferred vendors.

Office Administration & Customer Support

• Manage the general email inbox, phone coverage, and customer service standards at the front counter.
• Administer Google Workspace and serve as the point of contact for the outside IT provider; troubleshoot registers, time clock, and network issues.
• Coordinate annual Department of Agriculture surveys, mail, and the end-of-day mail and bank run.
• Maintain the office instruction manual and written procedures; cross-train and mentor office staff.

Qualifications

Required

• 5 or more years of office management or full-charge bookkeeping experience, including month-end close.
• Hands-on payroll administration experience and working knowledge of Illinois employment requirements.
• Proficiency with QuickBooks or comparable accounting software and strong Excel or Google Sheets skills.
• Proven accuracy, organization, and the ability to maintain strict confidentiality on financial and employee matters.

Preferred

• Experience in retail, garden center, nursery, agriculture, or seasonal specialty retail.
• Familiarity with retail POS and inventory systems and e-commerce order processing.
• Experience supervising administrative staff.
• SMRM or Human Resources and HRIS training.
• Associate’s or Bachelor’s degree in accounting, business, or a related field.

Work Environment

• On-site position in the office, located in The Barn event center.
• Extended hours during the spring selling season and occasional weekends around major events.
• Ability to move about the property and lift up to 25 pounds; valid driver’s license required for bank and mail runs.

Compensation & Benefits

Base Salary Range: $45,000 – $65,000 annually, commensurate with experience. Performance-based bonus opportunity. Benefits include SIMPLE IRA with company match, paid leave, and an employee discount. Benefits package details to be discussed during the interview process.

The Office Manager position is an exceptional opportunity for an experienced office leader who wants to be a valued contributor to the next phase of growth at Hornbaker Gardens. If you are interested in this role, we would like to hear from you.

Hornbaker Gardens, Inc. is an Equal Opportunity Employer. All qualified applicants receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, military or veteran status, or any other characteristic protected by the Illinois Human Rights Act or applicable federal law.

Employment is contingent on a background check appropriate to the financial responsibilities of this position. Reasonable accommodations are available to qualified individuals with disabilities during the application process and in employment.

This job description outlines the general nature and level of work performed in this position and is not an exhaustive list of all duties or qualifications. Duties may be modified at the discretion of ownership to meet the needs of the business.