Finance & Administration Lead

About the job

• 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 You'll 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.

• 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 detail. In 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 you'll use: Swept • QuickBooks Online • HubSpot • Grasshopper • Google Workspace • AI tools

About Progressive Cleaning
We are a commercial janitorial company in Rockledge, Florida. Our clients are large facilities: healthcare, schools, corporate campuses, retail.
Our Core Focus is Creating Healthy Environments Where People Thrive. Every facility we clean is someone’s workplace, classroom, healthcare space, or community. When those environments are clean and healthy, the people inside them can focus, collaborate, perform, and feel good about where they are. We don’t just clean buildings. We create environments where people thrive.
We are also a systems driven company. We don’t wing it. Every facility we service runs on documented processes, trained protocols, and consistent standards. When something needs to change, we adjust the system, not just the person. For you that means written procedures and clear expectations rather than guesswork about how things get done.
We run a small leadership team, so the work you do here will be visible. This role exists to give real ownership of Financial Management, HR, and IT & Systems to someone who wants it, freeing our leadership team to focus on clients and growth.