Finance & Administration Lead

Overview

This role is a cross-functional leadership position that owns outcomes across Financial Management, Human Resources, and IT & Systems for a commercial janitorial organization serving healthcare, schools, corporate campuses, and retail facilities.

In addition to leading these areas, the role also carries recurring administrative responsibilities required to support a distributed field operation (including timecards, scheduling, supply ordering, and office systems).

Responsibilities

Leadership & Operations Management

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

Human Resources & Payroll Support

• Manage employee timecards in Swept, including 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 to the first day.
• Maintain employee records and compliance documentation, tracking expirations.
• 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 in Swept up to date as they change.
• Manage site and location details in Swept, including adding new locations and editing existing ones.

Supply & Materials

• Monitor supply requests from field teams through Swept, driving most ordering.
• Maintain supply lists in Swept so field teams have accurate options.
• Message requesters in Swept when requests need clarification and handle internal requests from management.
• Place supply and material orders with approved vendors.
• Track open orders, confirm deliveries, and clear requests in Swept once items 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 by the GM.
• Support annual budgeting and P&L review by compiling historical data and flagging variances for GM decision-making.
• 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 Swept, QuickBooks Online, HubSpot, Grasshopper, and Google Workspace.
• Coordinate with vendors/support lines on platform issues; recommend fixes or upgrades.
• Ensure platform migrations, new core systems, or changes involving material cost or data-security exposure receive GM sign-off first.

Office Operations & Systems

• Manage inbound calls and office lines through the phone system according to established routing.
• Handle recurring internal communications, including employee announcements, birthday memos, and 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), whether through supervisory experience 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.
• Proven ability to work independently and remotely without daily supervision.
• Experience administering business software platforms (user provisioning, permissions, vendor coordination); comfort evaluating and recommending new tools.
• Clear written communication and comfort documenting processes.
• Strong attention to detail, with an understanding that small errors can compound into payroll and client problems.

Preferred Qualifications

• Experience in commercial janitorial, facilities, or another field-services business.
• Prior use of Swept, 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.

Tools You’ll Use

• Swept
• QuickBooks Online
• HubSpot
• Grasshopper
• Google Workspace
• AI tools

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).

Location

Remote, with required in-person time in Rockledge, FL:

• Quarterly planning sessions at minimum
• Plus select meetings

Compensation & Benefits

Not specified in the provided job description.