Business Operations Specialist
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Job Description
Business Operations Specialist supporting Progressive Cleaning’s commercial janitorial operations. Managing remote field-team administration across payroll, scheduling, supplies, accounts payable, software, and marketing.
Responsibilities:
- Manage employee timecards in Swept, including daily review, corrections, and edits
- Prepare payroll-ready timecard reports for review before payroll cutoffs
- Support recruiting, hiring, onboarding, candidate scheduling, and new-hire paperwork
- Maintain employee records and compliance documentation
- Maintain employee schedules and current site assignments
- Route call-outs and site staffing notifications to supervisors
- Monitor supply requests, clarify requests, place vendor orders, and track deliveries
- Reconcile deliveries against orders and resolve vendor discrepancies
- Enter vendor bills in QuickBooks Online and track payment status
- Maintain the QuickBooks Online product and service list
- Own and schedule the content calendar and create social media content at least 30 days ahead
- Submit content for approval and execute the approved calendar
- Manage social media accounts, respond to comments and messages, and monitor the social inbox
- Engage with organizations, potential partners, and prospects through relevant social media interactions
- Keep website information current and accurate
- Manage inbound calls and office lines through the phone system
- Handle recurring internal communications and company-wide notices
- Administer software users, licenses, and routine configuration
- Use AI tools for content drafting, research, and administrative work
- Support event logistics and coordination with outside organizations
Requirements:
- 3+ years of experience in an operations, administrative, or business support role
- Hands-on experience managing timecards and schedules for a distributed or field-based workforce
- Accounts payable experience, including bill entry, payment tracking, and resolving vendor discrepancies
- Track record of working independently and remotely without daily supervision
- Clear written communication and comfort documenting processes
- Strong attention to detail
- Experience in commercial janitorial, facilities, or another field-services business (nice to have)
- Prior use of Swept, QuickBooks Online, or HubSpot (nice to have)
- Social media content creation and community management experience (nice to have)
- Comfort using AI tools such as Claude (nice to have)
- Alignment with company values: Reliable, Coachable, Do the Right Thing, Do What We Say, and Committed to Excellence
Benefits:
- Remote work opportunity
- Use of AI tools for drafting, research, and administrative work
- Written procedures and clear expectations
- Small leadership team with visible work impact
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