Business Operations Specialist

The Role

We are hiring a Business Operations Specialist to take on the recurring administrative work that keeps a distributed field operation running: timecards scheduling supply ordering accounts payable HR administration and marketing support.

This is a genuinely cross-functional role. You will support our HR operations finance and marketing functions rather than sitting inside just one of them. If you like variety ownership of your own queue and being the person who makes sure nothing falls through the cracks this will suit you.

What Youll Do

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.

Support recruiting hiring and onboarding job posting logistics candidate scheduling and new-hire paperwork.

Maintain employee records and compliance documentation tracking expirations before they become problems.

Field Operations Support

Maintain employee schedules and keep site assignments current.

Log and route call-outs and site staffing notifications to the right supervisor.

Supply & Materials

Monitor supply requests coming in from our field teams through Swept this drives most of our ordering.

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.

Finance & Administration

Enter vendor bills in QuickBooks Online and track payment status through to close.

Maintain our QBO product and service list prices SKUs descriptions and new product setup.

Marketing & Communications

Own the content calendar plan and schedule social and content posts.

Create social media content for the company and its leadership built and queued at least 30 days ahead.

Submit content for approval before release then execute the approved calendar on schedule.

Manage our social media accounts respond to comments and messages on company posts and keep an eye on the social inbox.

Engage with other organizations potential partners and prospects in our community by commenting on and interacting with relevant posts.

Keep our website information current and accurate.

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.

Handle day-to-day software administration user setup licenses and routine configuration.

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

3 years in an operations administrative or business support role.

Hands-on experience managing timecards and schedules for a distributed or field-based workforce.

Accounts payable experience bill entry payment tracking and sorting out vendor discrepancies.

A track record of working independently and remotely without daily supervision.

Clear written communication and comfort documenting processes.

Strong attention to 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.

Additional Information :

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 youll be there youre there. Reliability isnt just about attendance; its about being someone your teammates and clients can count on without having to check.

Coachable

Youre open to feedback and willing to grow. You dont have all the answers and neither do we but were 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 its reporting a supply issue flagging a safety concern or treating a clients space with care integrity isnt situational. We dont cut corners because its faster or easier. We do the right thing because its 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 well follow up we follow up. Trust is built one kept promise at a time and broken by one that isnt.

Committed to Excellence

Good enough isnt 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 isnt perfection; its the relentless pursuit of doing our best work every single

Remote Work :

Yes

Employment Type :

Part-time