Finance & Administration Lead

The Role

We are hiring a Finance & Administration Lead to take ownership of Financial Management Human Resources and IT & Systems for the company while also carrying the recurring administrative work that keeps a distributed field operation running: timecards scheduling supply ordering and office systems.

This is a genuinely cross-functional leadership role. You will own outcomes in Financial Management HR and IT & Systems and support our broader field operations as well. You like being the person who makes sure nothing falls through the cracks.

What Youll Do

Leadership

• Serve as a member of our leadership team and take full ownership of results across finance HR and IT.
• Set quarterly priorities for your area see them through and take part in our quarterly and annual planning sessions.
• Lead a weekly check-in for your area and track the key numbers that show how it is performing.

Human Resources & Payroll Support

• Manage employee timecards in Swept daily review corrections and edits.
• Prepare payroll-ready timecard reports and submit them for review ahead of each payroll cutoff.
• Own recruiting hiring and onboarding job postings candidate scheduling offers and new-hire paperwork through to first day.
• Maintain employee records and compliance documentation tracking expirations before they become problems.
• Administer compensation and benefits pay changes plan enrollment and vendor coordination for whatever benefits we offer.

Field Operations Support

• Maintain employee schedules and keep site assignments current.
• Log and route call-outs and site staffing notifications to the right supervisor.
• Keep cleaning checklists instructions and site security protocols in Swept up to date as they change.
• Manage site and location details in Swept add new locations edit existing ones and keep everything current as our footprint changes.

Supply & Materials

• Monitor supply requests coming in from our field teams through Swept this drives most of our ordering.
• Maintain our supply lists in Swept so field teams always see accurate options.
• Message requesters directly in Swept when a request needs clarification and handle internal requests from management.
• Place supply and material orders with our approved vendors.
• Track open orders confirm deliveries and clear the request in Swept once it lands.
• Reconcile deliveries against orders and resolve vendor discrepancies.

Financial Management

• Own day-to-day bookkeeping in QuickBooks Online bill entry invoicing support and reconciliation through to close.
• Maintain our QBO product and service list prices SKUs descriptions and new product setup.
• Deliver the weekly financial snapshot and monthly reporting the GM uses to run the business.
• Support the annual budgeting and P&L review cycle by compiling historical data and flagging variances for GM decision.
• Coordinate with our outside CPA on filings and deadlines.

IT & Systems

• Administer our company software day-to-day user provisioning license management and routine configuration across Swept QuickBooks Online HubSpot Grasshopper and Google Workspace.
• Coordinate with vendors and support lines on platform issues; recommend fixes or upgrades. A platform migration a new core system or anything with material cost or data-security exposure needs GM sign-off first.

Office Operations & Systems

• Manage inbound calls and office lines through our phone system following the established routing.
• Handle recurring internal communications employee announcements birthday memos and company-wide notices.
• Use AI tools to support content drafting research and administrative work. We use them here and expect you to.
• Support event logistics and coordination with outside organizations we work with.

Qualifications :

What You Bring

• 5-7 years in an operations administrative or business support role including a track record of owning outcomes not just tasks whether 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 accounts payable/receivable monthly close budget-to-actual tracking; QuickBooks Online experience strongly preferred.
• Experience working within financial controls and approval workflows.
• A track record of working independently and remotely without daily supervision.
• Experience administering business software platforms user provisioning permissions vendor coordination; comfort evaluating and recommending new tools.
• Clear written communication and comfort documenting processes.
• Strong attention to this role small errors compound into payroll and client problems.

Nice to Have

• Experience in commercial janitorial facilities or another field-services business.
• Prior use of Swept QuickBooks Online or HubSpot.
• Social media content creation and community management experience.
• Comfort using AI tools such as Claude for drafting research and administrative work.

Tools youll use:  Swept    QuickBooks Online    HubSpot    Grasshopper    Google Workspace    AI tools

Additional Information :

Schedule

Full-time 40 hours per week Monday through Friday. Daily availability is required several responsibilities including timecards run on a daily cadence.

Location

Remote with required in-person time in Rockledge FL: quarterly planning sessions at minimum plus select meetings.

Who Thrives Here

These are our core values. We hire review and promote against them.

Reliable

You show up on time every shift every commitment. Our clients trust us because our team is consistent. When you say youll be there youre there. Reliability isnt just about attendance; its about being someone your teammates and clients can count on without having to check.

Coachable

Youre open to feedback and willing to grow. You dont have all the answers and neither do we but were always improving. Being coachable means you listen you adjust and you get better. The moment you stop learning is the moment you stop growing with us.

Do the Right Thing

When no one is watching you still do it right. Whether its reporting a supply issue flagging a safety concern or treating a clients space with care integrity isnt situational. We dont cut corners because its faster or easier. We do the right thing because its who we are.

Do What We Say

We keep our commitments to our clients to each other and to ourselves. If we say the facility will be ready it will be ready. If we say well follow up we follow up. Trust is built one kept promise at a time and broken by one that isnt.

Committed to Excellence

Good enough isnt our standard. We take pride in the work not because someone is grading us but because a clean healthy environment matters to the people inside it. Excellence isnt perfection; its the relentless pursuit of doing our best work every single time.

Remote Work :

Yes

Employment Type :

Full-time