Finance & Administration Manager

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

📋 Description

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

• Establish quarterly goals, engage in quarterly and annual planning, and guide weekly area check-ins.

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

• Oversee employee timecards in Swept, including daily reviews, adjustments, and edits.

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

• Manage the entire recruiting process, including hiring, onboarding, job postings, candidate scheduling, offers, and new-hire documentation.

• Keep employee records and compliance documents up to date, ensuring expiration tracking.

• Oversee compensation and benefits administration, such as pay adjustments, plan enrollments, and vendor coordination.

• Manage employee schedules and site assignments effectively.

• Direct call-outs and staffing notifications to supervisors.

• Maintain cleaning checklists, protocols, and site details in Swept.

• Supervise supply requests, maintain supply lists, and clarify requests with field teams.

• Place orders for supplies and materials, track deliveries, reconcile orders, and resolve vendor discrepancies.

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

• Keep the QuickBooks Online product and service list updated.

• Provide weekly financial snapshots and monthly reports.

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

• Collaborate with the external CPA on filings and deadlines.

• Manage company software, including user provisioning, license management, and configuration across business platforms.

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

• Handle inbound calls, manage recurring internal communications, coordinate event logistics, and liaise with external organizations.

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

⛳️ Requirements

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

• Proven ability to drive outcomes through supervisory experience or independent management of a budget, function, or process.

• Practical experience 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-to-actual comparisons.

• Experience with QuickBooks Online is strongly preferred.

• Familiarity with financial controls and approval workflows.

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

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

• Comfort in evaluating and recommending new tools.

• Excellent written communication skills and proficiency in documenting processes.

• Strong attention to detail.

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

• Prior experience with Swept, QuickBooks Online, or HubSpot is desirable.

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

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

🏝️ Benefits

• Opportunity for remote work.

• Required in-person quarterly planning sessions and select meetings in Rockledge, FL.

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