Finance & Administration Lead
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Job Description
Finance and Administration Lead owning finance, HR, IT, and administrative operations. Supporting distributed field teams for a commercial janitorial company serving large facilities.
Responsibilities:
- Serve as a member of the leadership team and own results across finance, HR, and IT
- Set quarterly priorities, participate in quarterly and annual planning, and lead weekly area check-ins
- Track key performance numbers for finance, HR, and IT
- Review, correct, and edit employee timecards
- Prepare payroll-ready timecard reports for payroll cutoff review
- Own recruiting, hiring, onboarding, candidate scheduling, offers, and new-hire paperwork
- Maintain employee records and compliance documentation, including expiration tracking
- Administer compensation and benefits, including pay changes, plan enrollment, and vendor coordination
- Maintain employee schedules and site assignments
- Route call-outs and staffing notifications to supervisors
- Update cleaning checklists, instructions, and site security protocols
- Maintain site and location details
- Monitor supply requests, maintain supply lists, and clarify requests
- Order supplies and materials from approved vendors
- Track orders, confirm deliveries, reconcile deliveries, and resolve discrepancies
- Perform day-to-day bookkeeping in QuickBooks Online, including bill entry, invoicing support, reconciliation, and close
- Maintain the QuickBooks Online product and service list
- Deliver weekly financial snapshots and monthly reporting
- Support annual budgeting and P&L review by compiling historical data and flagging variances
- Coordinate with the outside CPA on filings and deadlines
- Administer company software, including user provisioning, license management, and routine configuration across QuickBooks Online and Google Workspace
- Coordinate with vendors and support lines on platform issues and recommend fixes or upgrades
- Manage inbound calls and office lines through the phone system
- Handle recurring internal communications and company-wide notices
- Use AI tools for 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
- Track record of owning outcomes 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
- Track record of working independently and remotely without daily supervision
- Experience administering business software platforms, including user provisioning, permissions, and vendor coordination
- Comfort evaluating and recommending new tools
- Clear written communication and comfort documenting processes
- Strong attention to detail
- Experience in commercial janitorial, facilities, or another field-services business is nice to have
- Prior use of QuickBooks Online or HubSpot is nice to have
- Social media content creation and community management experience is nice to have
- Comfort using AI tools such as Claude is nice to have
Benefits:
- Remote work with required in-person time in Rockledge, FL, including quarterly planning sessions and select meetings
- Full-time schedule, 40 hours per week, Monday through Friday
- Exposure to leadership-team planning and ownership of finance, HR, and IT & Systems
- Use of AI tools for drafting, research, and administrative work
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