Finance & Administration Lead

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

📋 Description

• Act as a key member of the leadership team, overseeing results in finance, HR, and IT.

• Establish quarterly objectives, engage in quarterly and annual planning, lead weekly area check-ins, and monitor key performance metrics.

• Manage employee timecards using Swept, prepare payroll-ready reports, and ensure submission ahead of payroll deadlines.

• Take charge of recruiting, hiring, and onboarding processes, which include job postings, candidate scheduling, extending offers, and handling new-hire documentation.

• Keep employee records and compliance documents updated, ensuring expiration tracking.

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

• Organize employee schedules and site assignments effectively.

• Direct call-outs and staffing notifications to supervisors.

• Maintain cleaning checklists, instructions, and site security protocols in Swept.

• Manage site and location information within Swept.

• Monitor supply requests, maintain supply lists, clarify requests, place orders, track deliveries, and resolve discrepancies with vendors.

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

• Maintain QBO products and services, including pricing, SKUs, descriptions, and onboarding new products.

• Provide weekly financial snapshots and monthly reports.

• Assist in budgeting and P&L reviews by gathering historical data and highlighting variances.

• Collaborate with external CPA for filings and deadlines.

• Administer company software, including user provisioning, license management, and routine configurations across Swept, QuickBooks Online, HubSpot, Grasshopper, and Google Workspace.

• Work with vendors and support lines on platform issues, suggesting enhancements or upgrades.

• Secure GM approval for platform migrations, new core systems, or significant cost/data-security concerns.

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

• Oversee regular internal communications, including employee announcements, birthday notices, and company-wide updates.

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

• Assist with event logistics and coordination with external organizations.

⛳️ Requirements

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

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

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

• Experience in bookkeeping and financial reporting, including accounts payable/receivable, monthly closings, and tracking budget-to-actual performance.

• Strong preference for candidates with QuickBooks Online experience.

• Familiarity with financial controls and approval workflows is required.

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

• Experience in administering business software platforms, including user provisioning, permissions, and vendor coordination.

• Ability to evaluate and recommend new tools comfortably.

• Excellent written communication skills and proficiency in documenting processes.

• Strong attention to detail is essential.

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

• Prior familiarity with Swept, QuickBooks Online, or HubSpot is beneficial.

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

• Comfort with using AI tools such as Claude is an added advantage.

🏝️ Benefits

• Option for remote work with mandatory in-person attendance in Rockledge, FL, for quarterly planning sessions and select meetings.

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

• Competitive compensation ranging from USD 30–33 per hour.