Finance & Administration Lead

Progressive Cleaning•Rockledge, FL

5d•$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, aimed at freeing up the existing leadership to focus on clients and growth.

Requirements

5-7 years in an operations, administrative, or business support role, with a track record of owning outcomes.
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.
Proven ability to work independently and remotely without daily supervision.
Experience administering business software platforms (user provisioning, permissions, vendor coordination).
Clear written communication skills.
Comfort documenting processes.
Strong attention to detail.

Nice To Haves

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.

Responsibilities

Serve as a member of the leadership team and take full ownership of results across finance, HR, and IT.
Set quarterly priorities for the finance, HR, and IT areas, and participate in quarterly and annual planning sessions.
Lead a weekly check-in for the finance, HR, and IT areas and track key performance indicators.
Manage employee timecards, including daily review, corrections, and edits.
Prepare payroll-ready timecard reports for submission before payroll cutoff.
Own the recruiting, hiring, and onboarding process, including job postings, candidate scheduling, offers, and new-hire paperwork.
Maintain employee records and compliance documentation, proactively tracking expirations.
Administer compensation and benefits, including 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 appropriate supervisor.
Keep cleaning checklists, instructions, and site security protocols updated.
Manage site and location details, including adding new locations and editing existing ones.
Monitor supply requests from field teams and maintain supply lists in the system.
Message requesters for clarification on supply requests and handle internal requests from management.
Place supply and material orders with approved vendors.
Track open orders, confirm deliveries, and reconcile deliveries against orders, resolving discrepancies.
Own day-to-day bookkeeping in QuickBooks Online, including bill entry, invoicing support, and reconciliation.
Maintain the QBO product and service list, including prices, SKUs, descriptions, and new product setup.
Deliver weekly financial snapshots and monthly reports to the GM.
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, including user provisioning, license management, and routine configuration across various platforms.
Coordinate with vendors and support lines on platform issues, recommending fixes or upgrades.
Manage inbound calls and office lines through the phone system.
Handle recurring internal communications, such as employee announcements and company-wide notices.
Utilize AI tools for content drafting, research, and administrative work.
Support event logistics and coordination with outside organizations.