Finance & Administration Lead

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

📋 Description

• Act as a key member of the leadership team, responsible for outcomes in finance, HR, and IT.

• Establish quarterly objectives, engage in quarterly and annual planning, and lead weekly departmental check-ins.

• Monitor essential performance metrics for finance, HR, and IT.

• Review, correct, and modify employee timecards.

• Compile payroll-ready timecard reports for payroll cutoff evaluation.

• Oversee recruitment, hiring, onboarding, candidate scheduling, offers, and new-hire documentation.

• Manage employee records and compliance documentation, ensuring expiration tracking.

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

• Organize employee schedules and site assignments.

• Direct call-outs and staffing notifications to supervisors.

• Update cleaning checklists, instructions, and site security procedures.

• Maintain details about sites and locations.

• Monitor supply requests, keep supply lists up-to-date, and clarify requests.

• Order supplies and materials from approved vendors.

• Track orders, confirm deliveries, reconcile discrepancies, and resolve issues.

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

• Keep the QuickBooks Online product and service list current.

• Provide weekly financial snapshots and monthly reporting.

• Assist in annual budgeting and P&L analysis by compiling historical data and identifying variances.

• Collaborate with external CPA on filings and deadlines.

• Manage 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.

• Handle inbound calls and office lines via the phone system.

• Manage recurring internal communications and company-wide announcements.

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

• Assist in event logistics and coordination with external organizations.

⛳️ Requirements

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

• Proven ability to take ownership of 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.

• Background in bookkeeping and financial reporting, including accounts payable/receivable, monthly closings, and budget tracking.

• QuickBooks Online experience is highly preferred.

• Experience working within financial controls and approval processes.

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

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

• Comfort with evaluating and recommending new tools.

• Strong written communication skills and ability to document processes clearly.

• Excellent attention to detail.

• Experience in the commercial janitorial, facilities, or another field-services business is a plus.

• Familiarity with QuickBooks Online or HubSpot is advantageous.

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

• Comfort with using AI tools such as Claude is a plus.

🏝️ Benefits

• Remote work with required in-person attendance in Rockledge, FL, including quarterly planning sessions and select meetings.

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

• Opportunity to engage in leadership-team planning and take ownership of finance, HR, and IT & Systems.

• Access to AI tools for drafting, research, and administrative tasks.