Operations & Bookkeeping Coordinator (Full-Time | Remote)

JOB OVERVIEW

Clock Clean Services (CCS) is a fast-growing, U.S.-based commercial cleaning company headquartered in Charlotte, North Carolina. We serve general contractors, property managers, and national accounts across the United States. We run lean, hold exceptionally high standards, and build systems that scale.

We are hiring a sharp, reliable, and detail-oriented Operations & Full-Cycle Bookkeeping Coordinator to act as our live operational anchor during U.S. business hours. This role cleanly blends live dispatch management with complete ownership of our backend accounting.

We don't operate like most companies. This position is process-driven and accuracy-focused. You will follow documented procedures and templates to keep our scheduling and backend finances running perfectly.

WHAT YOU'LL DO

• BookingKoala Scheduling: Administer all job entries, schedule updates, and dispatcher adjustments in BookingKoala with 100% administrative accuracy. Ensure every job has a cleaning team assigned before your shift ends.
• Inbox Management: Triage, tag, and clear the primary company email inbox daily. Proactively respond to or route operational inquiries within our stated timelines.
• Full-Cycle QuickBooks Bookkeeping: Take complete ownership of the backend accounting loop inside QuickBooks Online. This includes manual and automated transaction categorization, monitoring accounts payable/receivable, managing ledger accuracy, and organizing all digital financial files.
• End-of-Week Bank Reconciliation: Reconcile all corporate bank accounts, Stripe processing statements, credit cards, and BookingKoala revenue streams every Friday afternoon to ensure the books are 100% accurate with zero backend backlog.
• SOP Maintenance: Keep standard operating procedures, file organization systems, and process documentation updated in real-time as our systems evolve.
• Team Responsiveness: Maintain tight communication with our 3-person core team via WhatsApp, adhering to our internal 30-minute response standard during active shift hours.

RULES & BOUNDARIES

• No independent pricing decisions or contract modifications.
• No direct negotiation with clients regarding billing disputes outside of standard template follow-ups.
• Modifying financial records is strictly limited to operational tracking and QuickBooks bookkeeping entries (no unauthorized bank transfers or expenditures).
• Escalate operational issues to leadership within 1 hour of identification using our strict written protocols.

WHAT WE'RE LOOKING FOR

• Flawless English Communication: Advanced C2 written English skills to handle high-volume email workflows professionally.
• Technical Comfort: Prior experience or fast adaptability with BookingKoala and QuickBooks Online (or similar ledger software).
• Full-Time Schedule: Absolute availability to work 8:00 AM to 5:00 PM EST (8:00 PM to 5:00 AM Philippine Time), Monday through Friday.
• Systems Mindset: You enjoy structured, repeatable routines. You take pride in data entry precision and maintaining "Inbox Zero" daily.
• Ownership Character: You don't need constant hand-holding. If a typo or mistake happens on your watch, you acknowledge it, fix it, and adjust the system so it never happens again.

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COMPENSATION & PERFORMANCE BONUS
We reward accuracy and reliability. Your compensation includes:

• Base Rate: Paid weekly via our secure tracking method.
• Monthly Performance Scorecard Bonus: Earn cash bonuses based on hitting your core targets (No Unassigned Jobs, Inbox Cleanliness, and Weekly QuickBooks Reconciliation).
• No-Refund Bonus: Cash bonus in any calendar month where zero client refunds are issued due to scheduling or administrative errors.

HOW TO APPLY

To be considered for our team, you must complete all steps below perfectly. Missing steps will result in immediate disqualification.

1. SUBJECT LINE
Operations Coordinator – [Your Name]

2. APPLICATION START
Include the word “STEWARDSHIP” in the very first line of your application cover letter.

3. WRITTEN QUESTIONS

Briefly answer these three questions in clear bullet points:

1. What operational or booking systems have you managed daily without supervision?
2. You have 5 urgent tasks hitting your desk at the same time (e.g., a cleaner cancellation, a client complaint, and a weekly reconciliation deadline). How do you d ---------- what to do first?
3. How do you d ---------- when to escalate a situation vs. handling it yourself?

.VIDEO INTRODUCTION (2–4 Minutes)
Record and include a Loom video link answering:

• Tell us about your background in administrative support and full-cycle bookkeeping.
• Describe a time you made a scheduling or data entry mistake. What steps did you take to fix it and ensure it didn't happen again?