Finance & Administration Lead
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Job Description
Finance and Administration Lead owning finance, HR, IT, and field administration for a Florida commercial janitorial company. Managing payroll, bookkeeping, systems, supplies, scheduling, and compliance.
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, lead weekly area check-ins, and track key performance numbers
- Manage employee timecards in Swept, prepare payroll-ready reports, and submit them before payroll cutoffs
- Own recruiting, hiring, and onboarding, including job postings, candidate scheduling, offers, and new-hire paperwork
- Maintain employee records and compliance documentation, tracking expirations
- 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
- Maintain cleaning checklists, instructions, and site security protocols in Swept
- Manage site and location details in Swept
- Monitor supply requests, maintain supply lists, clarify requests, place orders, track deliveries, and resolve vendor discrepancies
- Own day-to-day bookkeeping in QuickBooks Online, including bill entry, invoicing support, reconciliation, and close
- Maintain QBO products and services, including prices, SKUs, descriptions, and new product setup
- Deliver weekly financial snapshots and monthly reports
- Support budgeting and P&L reviews 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 Swept, QuickBooks Online, HubSpot, Grasshopper, and Google Workspace
- Coordinate with vendors and support lines on platform issues and recommend fixes or upgrades
- Obtain GM sign-off for platform migrations, new core systems, or material cost/data-security exposure
- Manage inbound calls and office lines through the phone system
- Handle recurring internal communications, including employee announcements, birthday memos, 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 Swept, 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 of 40 hours per week, Monday through Friday
- Compensation of USD 30–33 per hour
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