Finance & Administration Manager

Progressive Cleaning•Rockledge, FL

5d•$30 - $33•Hybrid

About The Position

Progressive Cleaning is a commercial janitorial company in Rockledge, Florida, serving large facilities such as healthcare, schools, corporate campuses, and retail. Their core focus is creating healthy environments where people thrive. They are a systems-driven company that relies on documented processes, trained protocols, and consistent standards. This role is part of a small leadership team and offers significant ownership of Financial Management, HR, and IT & Systems, freeing up the leadership team to focus on clients and growth. The Finance & Administration Manager will own outcomes in these areas and support broader field operations, ensuring nothing falls through the cracks.

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.
A track record of working 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 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 in Swept, including 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 processes, 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 in Swept up to date.
Manage site and location details in Swept, including adding new locations and editing existing ones.
Monitor supply requests from field teams through Swept and maintain supply lists.
Message requesters in Swept for clarification on 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 vendor 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 reporting 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 day-to-day, including 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, 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.
Use AI tools to support content drafting, research, and administrative work.
Support event logistics and coordination with outside organizations.