Finance & Administration Lead

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

📋 Description

• Act as a key member of the leadership team and take responsibility for outcomes across finance, HR, and IT.

• Establish quarterly priorities and engage in quarterly and annual planning meetings.

• Lead weekly area check-ins and monitor performance metrics.

• Review, amend, and edit employee timecards.

• Generate payroll-ready timecard reports in line with payroll deadlines.

• Oversee recruiting, hiring, onboarding, job postings, candidate scheduling, offer management, and new-hire documentation.

• Maintain employee records and ensure compliance with documentation.

• Manage compensation and benefits administration, including pay adjustments, plan enrollment, and vendor coordination.

• Organize employee schedules and site assignments.

• Direct call-outs and staffing notifications to supervisors.

• Keep cleaning checklists, instructions, and site security procedures updated.

• Manage details pertaining to sites and locations.

• Monitor supply requests and maintain inventory lists.

• Procure supplies and materials from approved vendors.

• Track orders, verify deliveries, reconcile received items, and address vendor discrepancies.

• Handle daily bookkeeping tasks in QuickBooks Online, including bill entry, invoicing support, reconciliation, and closing processes.

• Maintain the product and service list in QuickBooks Online.

• Provide weekly financial snapshots and monthly reports.

• Assist in annual budgeting and P&L review by gathering historical data and identifying variances.

• Collaborate with an external CPA on filings and deadlines.

• Administer company software, including user provisioning, license management, and routine configuration across QuickBooks Online and Google Workspace.

• Work with vendors and support lines on platform issues, recommending fixes or upgrades as necessary.

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

• Facilitate ongoing internal communications.

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

• Assist with event logistics and coordination with external organizations.

⛳️ Requirements

• 5–7 years of experience in an operations, administrative, or business support role.

• Proven track record of delivering results through supervisory experience or independent management of a budget, function, or process.

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

• Background in bookkeeping and financial reporting, including accounts payable/receivable, monthly closing, and budget-to-actual tracking.

• Proficiency in QuickBooks Online is highly preferred.

• Experience with financial controls and approval workflows.

• Record of working independently and remotely without daily supervision.

• Familiarity with administering business software platforms, including user provisioning, permissions, and vendor coordination.

• Ability to evaluate and recommend new tools comfortably.

• Excellent written communication skills and comfort in documenting processes.

• Strong attention to detail.

• Experience in commercial janitorial, facilities, or any other field-services business is preferred.

• Prior use of QuickBooks Online or HubSpot is preferred.

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

• Comfort in utilizing AI tools such as Claude is preferred.

🏝️ Benefits

• Remote work opportunity.

• Participation in quarterly planning meetings and select in-person gatherings.

• Full-time, 40 hours per week schedule, Monday through Friday.

• Professional ownership of Financial Management, Human Resources, and IT & Systems functions.