Finance & Administration Lead

About the role

Progressive Cleaning is a commercial janitorial company in Rockledge, Florida serving large facilities such as healthcare, schools, corporate campuses, and retail. Our core focus is creating healthy environments where people thrive, and we operate as a systems‑driven organization with documented processes, trained protocols, and consistent standards. The Finance & Administration Lead will take ownership of Financial Management, Human Resources, and IT & Systems while also handling recurring administrative work that keeps our distributed field operation running—timecards, scheduling, supply ordering, and office systems. This is a cross‑functional leadership role on a small leadership team, giving you real ownership and visibility.

Responsibilities

• 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 quarterly and annual planning sessions.
• Lead a weekly check‑in for your area and track the key numbers that show how it is performing.
• 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.
• 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.
• Monitor supply requests coming in from our field teams — 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.
• 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.
• 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.

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; QuickBooks Online experience strongly preferred.
• Experience working within financial controls and