Finance & Administration Lead

Progressive Cleaning•Rockledge, FL

3d•$30 - $33•Hybrid

About The Position

Progressive Cleaning is seeking a Finance & Administration Lead to manage Financial Management, Human Resources, and IT & Systems for their commercial janitorial company. This role involves taking ownership of these areas, supporting field operations, and handling recurring administrative tasks such as timecards, scheduling, and supply ordering. The company emphasizes a systems-driven approach with documented processes and clear expectations. This is a leadership position with significant visibility and ownership within a small team, aiming to free up the leadership team for client focus and growth.

Requirements

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.
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 detail.

Nice To Haves

Experience in commercial janitorial, facilities, or another field-services business.
Prior use of 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.

Responsibilities

Serve as a member of the 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 quarterly and annual planning sessions.
Lead a weekly check-in for your area and track key performance numbers.
Manage employee timecards — 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.
Maintain employee records and compliance documentation, tracking expirations.
Administer compensation and benefits — pay changes, plan enrollment, and vendor coordination.
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 up to date.
Manage site and location details — add new locations, edit existing ones, and keep everything current.
Monitor supply requests from field teams.
Maintain supply lists for field teams.
Message requesters directly when a request needs clarification, and handle internal requests from management.
Place supply and material orders with approved vendors.
Track open orders, confirm deliveries, and clear the request once it lands.
Reconcile deliveries against orders and resolve vendor discrepancies.
Own day-to-day bookkeeping in QuickBooks Online — bill entry, invoicing support, and reconciliation.
Maintain the QBO product and service list — prices, SKUs, descriptions, and new product setup.
Deliver the weekly financial snapshot and monthly reporting.
Support the annual budgeting and P&L review cycle by compiling historical data and flagging variances.
Coordinate with the outside CPA on filings and deadlines.
Administer company software day-to-day — user provisioning, license management, and routine configuration across QuickBooks Online, Google Workspace.
Coordinate with vendors and support lines on platform issues; recommend fixes or upgrades.
Manage inbound calls and office lines through the phone system, following 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.
Support event logistics and coordination with outside organizations.