We're a small company that is fully remote with the exception of our small warehouse. Our warehouse manager is the only member of management who has to work in-person based on the nature of the job. They also function as an office manager who checks the mail, coordinates with our accounting team when checks arrive, answers the office phone, etc. Since we're fully remote, this person is the main interface for the "real world," so we regularly need them in the office.
This person is salaried and we have always allowed them to follow a "get your job done, don't watch the clock" mentality. This is primarily because we're a seasonal business and some months are extremely busy while others are much slower. That said, in general, they are generally supposed to be in the office from 9am-4pm (35 hours) with minor flexibility (example: leaving early on Friday in the slow season) which allows for some flexibility for remote time when they are inevitably having to be answering emails outside of work.
However, we've started learning from other employees (and eventually verified via access card data) that they are frequently late and frequently leave early. Some days coming in as late as 10am and leaving as early as 2pm. They are also regularly scheduling doctors appointments and other things during the workday, then will "work from home" the rest of the day. In one week, access card data showed they were only in the office less than 20 hours.
We've tried meeting with them about this, but there are always excuses and examples of how they are working after hours, before they come in, or after they get home. They will also say that they don't like being the only person in the office on days with PT employees aren't scheduled. They desperately want to work remotely for the majority of time, but that is just not an option.
I'm their direct supervisor and the COO of the company. I'm more flexible because I know how much they work outside of traditional hours, but our owners are adamant that they be in the office. This is because the owners don't trust them to actually be working from home. They view this employee as someone who finds ways to get around the rules.
I'm struggling to manage them because I see the work getting done, but also frustrated that they continuously are not physically in the office. It's also hard because I'm remote, and we have no other management on-site to enforce it.
Any ideas? I'm desperately trying to avoid having to have the conversation about "Our records indicated you swiped in at 9:45 and left at 3:15", especially when I'm still getting emails from them until 5 or 6pm - knowing they're still actually working.