Finance & Administration Lead

Progressive Cleaning LLC.; Florida; Hybrid; USD 70,000 - 110,000; Full time

Job summary

Progressive Cleaning LLC seeks a Finance & Administration Lead to own financial management, HR, and IT & Systems for a distributed field operation. You will handle timecards, payroll support, recruiting, budgeting, and site administration, ensuring processes are documented and standards maintained.

You will collaborate with leadership, manage vendor relationships, and maintain QuickBooks Online records while supporting budgeting and monthly reporting.

Qualifications

• 5-7 years in an operations, administrative, or business support role with ownership of outcomes
• Hands‑on experience managing timecards and schedules for distributed/work-from-field
• Bookkeeping and financial reporting experience with QuickBooks Online
• Experience with financial controls and approval workflows
• Ability to work independently and remotely with strong written communication

Responsibilities

• Own Financial Management, HR, and IT & Systems outcomes and report to leadership
• Set quarterly area priorities and participate in planning sessions
• Lead weekly check-ins and track key performance numbers
• Manage employee timecards and payroll-related reports
• Oversee recruiting, onboarding, and personnel records
• Coordinate scheduling, field communications, and site operations
• Place supply orders and maintain vendor relationships
• Maintain QuickBooks Online entries, invoices, and reconciliations
• Administer company software and support IT systems

Skills

Operations management

Timecard management

Bookkeeping

QuickBooks Online

Remote work

Process documentation

Tools

QuickBooks Online

HubSpot

Job description

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.

Job Description

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 — 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 up to date as they change.
• Manage site and location details— 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 — this drives most of our ordering.
• Maintain our supply lists so field teams always see accurate options.
• Message requesters directly 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 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, 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, QuickBooks Online, 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 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 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.

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 you'll be there, you're there. Reliability isn't just about attendance; it's about being someone your teammates and clients can count on without having to check.

Coachable

You're open to feedback and willing to grow. You don't have all the answers, and neither do we — but we're 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 it's reporting a supply issue, flagging a safety concern, or treating a client's space with care — integrity isn't situational. We don't cut corners because it's faster or easier. We do the right thing because it's 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 we'll follow up, we follow up. Trust is built one kept promise at a time, and broken by one that isn't.

Committed to Excellence

Good enough isn't 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 isn't perfection; it's the relentless pursuit of doing our best work every single time.

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