Finance & Administration Lead

Overview

This role is a cross-functional Finance & Administration Lead responsible for financial management, human resources, and IT/systems. In addition to owning key outcomes, you will manage recurring administrative work that supports a distributed field operation, including timecards, scheduling, supply ordering, and office systems.

Responsibilities

Leadership & Operations Management

• Serve as a member of the leadership team with full ownership of results across finance, HR, and IT.
• Set quarterly priorities, drive progress against them, and participate in quarterly and annual planning sessions.
• Lead a weekly check-in for your area and track key performance metrics.

Human Resources & Payroll Support

• Manage employee timecards (daily review, corrections, and edits).
• Prepare payroll-ready timecard reports and submit them for review ahead of each payroll cutoff.
• Own recruiting, hiring, and onboarding (job postings, candidate scheduling, offers, and new-hire paperwork through first day).
• Maintain employee records and compliance documentation, tracking expirations proactively.
• Administer compensation and benefits, including pay changes, plan enrollment, and vendor coordination.

Field Operations Support

• Maintain employee schedules and keep site assignments current.
• Log and route call-outs and site staffing notifications to the appropriate supervisor.
• Keep cleaning checklists, instructions, and site security protocols up to date as they change.
• Manage site/location details (add new locations, edit existing ones, and keep information current as the footprint changes).

Supply & Materials

• Monitor supply requests from field teams that drive ordering.
• Maintain accurate supply lists for field teams.
• Clarify requests by messaging requesters directly when needed, and handle internal requests from management.
• Place supply and material orders with approved vendors.
• Track open orders, confirm deliveries, and clear requests once deliveries arrive.
• Reconcile deliveries against orders and resolve vendor discrepancies.

Financial Management

• Own day-to-day bookkeeping in QuickBooks Online, including bill entry, invoicing support, and reconciliation through to close.
• Maintain the QBO product and service list (prices, SKUs, descriptions, and new product setup).
• Deliver weekly financial snapshots and monthly reporting used to run the business.
• Support annual budgeting and P&L review by compiling historical data and flagging variances for GM decision.
• Coordinate with an outside CPA on filings and deadlines.

IT & Systems

• Administer company software day-to-day, including user provisioning, license management, and routine configuration across QuickBooks Online, Google Workspace, and other systems.
• Coordinate with vendors and support lines on platform issues; recommend fixes or upgrades.
• Ensure platform migrations, new core systems, or any change with material cost or data-security exposure receives GM sign-off first.

Office Operations & Systems

• Manage inbound calls and office lines through the phone system using established routing.
• Handle recurring internal communications (employee announcements, birthday memos, company-wide notices).
• Use AI tools to support content drafting, research, and administrative work.
• Support event logistics and coordination with outside organizations.

Requirements

• 5–7 years in an operations, administrative, or business support role, with a track record of owning outcomes (not only tasks), including experience through supervisory responsibility or independent ownership of a budget, function, or process.
• Hands-on experience managing timecards and schedules for a distributed or field-based workforce.
• Bookkeeping and financial reporting experience, including accounts payable/receivable, monthly close, and budget-to-actual tracking; QuickBooks Online experience strongly preferred.
• Experience working within financial controls and approval workflows.
• Demonstrated ability to work independently and remotely without daily supervision.
• Experience administering business software platforms (user provisioning, permissions, vendor coordination) and comfort evaluating and recommending new tools.
• Clear written communication skills and comfort documenting processes.
• Strong attention to detail, with understanding that small errors can compound into payroll and client issues.

Preferred Qualifications

• Experience in commercial janitorial, facilities, or another field-services business.
• Prior use of QuickBooks Online or HubSpot.
• Social media content creation and community management experience.
• Comfort using AI tools such as Claude for drafting, research, and administrative work.

Compensation & Benefits

• Compensation and benefits details were not provided.

Location

• Remote, with required in-person time in Rockledge, FL:
  • Quarterly planning sessions at minimum
  • Select meetings

Schedule

• Full-time (40 hours per week), Monday through Friday.
• Daily availability is required due to responsibilities that run on a daily cadence (including timecards).