Business Operations Specialist

This is a fully remote position, open to applicants in Florida.

📋 Description

• Oversee employee timecards in Swept, which includes daily reviews, necessary corrections, and edits.

• Prepare timecard reports ready for payroll, ensuring they are available for review prior to payroll deadlines.

• Assist in the logistics of recruiting, hiring, and onboarding processes.

• Maintain employee records along with compliance documentation.

• Keep employee schedules up to date along with current site assignments.

• Direct call-outs and staffing notifications to supervisors.

• Monitor supply requests, clarify them, place orders, and track deliveries.

• Reconcile deliveries against orders and address any vendor discrepancies.

• Input vendor bills into QuickBooks Online and track payment statuses.

• Maintain the product and service list in QBO.

• Own and organize the content calendar.

• Create and schedule social media content at least 30 days in advance.

• Submit content for approval and implement the approved calendar.

• Manage social media accounts, including comments, messages, and the social inbox.

• Engage with community organizations, partners, and potential clients.

• Ensure website information remains current and accurate.

• Handle inbound calls and office lines.

• Manage recurring internal communications.

• Administer software users, licenses, and routine configurations.

• Utilize AI tools for content drafting, research, and various administrative tasks.

• Assist with event logistics and coordination with external organizations.

⛳️ Requirements

• A minimum of 3 years in an operations, administrative, or business support role.

• Practical experience in managing timecards and schedules for a distributed or field-based workforce.

• Experience in accounts payable, including bill entry, payment tracking, and resolving vendor discrepancies.

• Proven ability to work independently and remotely without daily supervision.

• Excellent written communication skills.

• Comfort with documenting processes.

• Strong attention to detail.

• Experience in commercial janitorial, facilities, or other field-service industries is a plus.

• Familiarity with Swept, QuickBooks Online, or HubSpot is advantageous.

• Experience in social media content creation and community management is a plus.

• Comfort using AI tools such as Claude is a nice-to-have.

🏝️ Benefits

• Option for remote work.

• Opportunity to work within a systems-driven company that has documented processes and clear expectations.

• Exposure to HR, operations, finance, and marketing functions.

• Opportunity to work closely within a small leadership team.