Business Operations Specialist

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

📋 Description

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

• Generate payroll-ready timecard reports for evaluation prior to payroll deadlines.

• Assist with recruiting, hiring, onboarding, candidate scheduling, and processing new-hire documentation.

• Maintain employee records and ensure compliance with documentation requirements.

• Keep employee schedules and current site assignments up to date.

• Direct call-outs and site staffing notifications to supervisors.

• Monitor supply requests, clarify requirements, place orders with vendors, and track deliveries.

• Reconcile deliveries against purchase orders and resolve any discrepancies with vendors.

• Input vendor invoices in QuickBooks Online and monitor payment statuses.

• Maintain the product and service list in QuickBooks Online.

• Own and organize the content calendar, creating social media content at least 30 days in advance.

• Submit content for approval and execute the approved content calendar.

• Manage social media accounts, respond to comments and messages, and oversee the social inbox.

• Engage with organizations, potential partners, and prospects through relevant interactions on social media.

• Ensure that website information is kept current and accurate.

• Manage incoming calls and office lines via the phone system.

• Handle recurring internal communications and company-wide announcements.

• Administer software users, licenses, and routine configurations.

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

• Support event logistics and coordination with external organizations.

⛳️ Requirements

• At least 3 years of experience in an operations, administrative, or business support capacity.

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

• Experience in accounts payable, including invoice entry, payment tracking, and resolving vendor issues.

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

• Strong written communication skills and comfort in documenting processes.

• Excellent attention to detail.

• Experience in commercial janitorial, facilities, or related field services (preferred).

• Prior experience with Swept, QuickBooks Online, or HubSpot (preferred).

• Experience in social media content creation and community management (preferred).

• Comfort in using AI tools such as Claude (preferred).

• Alignment with company values: Reliable, Coachable, Do the Right Thing, Do What We Say, and Committed to Excellence.

🏝️ Benefits

• Opportunity for remote work.

• Utilization of AI tools for drafting, research, and administrative tasks.

• Clearly defined written procedures and expectations.

• Small leadership team with a significant impact on work.