Sales Operations Assistant Jobs in Florida (NOW HIRING)

Company Description Cleaning Pros of America, Inc. is a premier facility maintenance firm delivering commercial cleaning services across Florida’s Southwest and Central regions. Since 2017, the company has evolved from standard cleaning to a trusted operational partner for complex, high-traffic environments. With a regional footprint spanning Tampa Bay, Sarasota/Bradenton, Orlando, and Fort Myers, Cleaning Pros of America specializes in large-scale facility care where consistency, safety, and reliability are essential. The team supports diverse sectors including commercial offices, post-construction sites, private schools and universities, industrial facilities, and HOA/condo associations. Equipped for advanced floor care, deep-extraction carpet cleaning, janitorial services, day porter support, and industrial-grade pressure washing, the company focuses on protecting client assets and reputations through dependable service.

Role Description The Administrative Operations Assistant is a full-time, on-site role based in Bradenton, FL.

We are seeking an organized, detail-oriented, and bilingual (Spanish/English) Administrative Operations Assistant to join our team in Bradenton, FL.

In this role, you will execute and manage daily administrative, operational, and financial support processes. You will maintain organized documentation, assist with project/job scheduling, generate client invoices, handle accounts payable and receivable tracking, manage vendor/insurance communications, and ensure smooth office operations.

The ideal candidate is autonomous, highly reliable, and comfortable collaborating across management to keep field operations running smoothly.

Key Responsibilities:

Operations & Scheduling Support:

• Assist with scheduling jobs and projects across active operational calendars.

• Collaborate closely with the Scheduling Manager and Company Owner to assign personnel and teams to scheduled jobs.

• Maintain clear communications regarding job assignments, schedule changes, and operational updates.

Invoicing, Billing & Receivables

• Prepare, process, and issue accurate client invoices and billing statements.

• Perform administrative follow-up on outstanding customer accounts receivable (AR) via phone and email.

• Log incoming payments, issue cash receipts, and maintain accurate collection records.

• Flag billing discrepancies or past-due accounts for management review.

Accounts Payable (AP) Support

• Receive, review, and organize vendor invoices.

Prepare and process vendor payments according to internal company procedures.

• Track outstanding balances, file payment receipts, and maintain vendor relations.

General Office & Operations Administration

• Maintain organized physical and digital company archives and records.
• Answer and route incoming calls; greet visitors and manage general office communications.
• Receive, organize, and distribute incoming mail and packages.
• Oversee opening and closing procedures for the office.
• Order, track, and manage inventory for office supplies and equipment.
• Request quotes, compare prices, and track orders/documentation from suppliers and vendors.

Insurance & Asset Tracking

• Maintain up-to-date insurance policy archives, certificates, and asset records.
• Track expiration/renewal dates and liaise with insurance agents/companies.
• Notify management proactively regarding upcoming policy renewals or pending documentation.

Vehicles & Registrations

• Maintain organized files for all company vehicles, including titles, registrations, plates, and insurance copies.
• Monitor renewal dates and manage vehicle registration paperwork.

Tax & Accounting Support

• Organize and maintain internal tax records and financial documentation.
• Gather requested documents and reports for the company’s External Accountant/CPA.
• Track deadlines and filing requirements in coordination with accounting professionals.

(Note: This position does NOT prepare tax returns or perform professional CPA duties).

Human Resources Administrative Support

• Receive and organize candidate resumes.
• Coordinate interview schedules and assist with new-hire document intake.
• Maintain internal employee files in compliance with company policies.

What This Role Is NOT

• To ensure clarity, this role does not involve:

Sales, marketing, or business development

Executive management or overall direction of operations

Preparation of tax returns or certified CPA work