Business Operations Specialist

Job Description

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 You'll 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:
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 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.

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 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