Finance & Administration Lead

Job Description:

• Serve as a member of the leadership team and own results across finance, HR, and IT
• Set quarterly priorities, participate in quarterly and annual planning, and lead weekly area check-ins
• Track key performance numbers for finance, HR, and IT
• Review, correct, and edit employee timecards
• Prepare payroll-ready timecard reports for payroll cutoff review
• Own recruiting, hiring, onboarding, candidate scheduling, offers, and new-hire paperwork
• Maintain employee records and compliance documentation, including expiration tracking
• Administer compensation and benefits, including pay changes, plan enrollment, and vendor coordination
• Maintain employee schedules and site assignments
• Route call-outs and staffing notifications to supervisors
• Update cleaning checklists, instructions, and site security protocols
• Maintain site and location details
• Monitor supply requests, maintain supply lists, and clarify requests
• Order supplies and materials from approved vendors
• Track orders, confirm deliveries, reconcile deliveries, and resolve discrepancies
• Perform day-to-day bookkeeping in QuickBooks Online, including bill entry, invoicing support, reconciliation, and close
• Maintain the QuickBooks Online product and service list
• Deliver weekly financial snapshots and monthly reporting
• Support annual budgeting and P&L review by compiling historical data and flagging variances
• Coordinate with the outside CPA on filings and deadlines
• Administer company software, including user provisioning, license management, and routine configuration across QuickBooks Online and Google Workspace
• Coordinate with vendors and support lines on platform issues and recommend fixes or upgrades
• Manage inbound calls and office lines through the phone system
• Handle recurring internal communications and company-wide notices
• Use AI tools for content drafting, research, and administrative work
• Support event logistics and coordination with outside organizations

Requirements:

• 5–7 years in an operations, administrative, or business support role
• Track record of owning outcomes through supervisory experience or independent ownership of a budget, function, or process
• Hands-on experience managing timecards and schedules for a distributed or field-based workforce
• Bookkeeping and financial reporting experience, including accounts payable/receivable, monthly close, and budget-to-actual tracking
• QuickBooks Online experience strongly preferred
• Experience working within financial controls and approval workflows
• Track record of working independently and remotely without daily supervision
• Experience administering business software platforms, including user provisioning, permissions, and vendor coordination
• Comfort evaluating and recommending new tools
• Clear written communication and comfort documenting processes
• Strong attention to detail
• Experience in commercial janitorial, facilities, or another field-services business is nice to have
• Prior use of QuickBooks Online or HubSpot is nice to have
• Social media content creation and community management experience is nice to have
• Comfort using AI tools such as Claude is nice to have

Benefits:

• Remote work with required in-person time in Rockledge, FL, including quarterly planning sessions and select meetings
• Full-time schedule, 40 hours per week, Monday through Friday
• Exposure to leadership-team planning and ownership of finance, HR, and IT & Systems
• Use of AI tools for drafting, research, and administrative work