Operations & Office Manager
hace 7 días
Leesburg
Job Description Operations & Office Manager Full-time | On-site | Leesburg, VA (Loudoun County) TrackMyShuttle | 50 Catoctin Cir NE, Suite 101, Leesburg, VA 20176 Who We Are We're TrackMyShuttle, a fast-growing mobility SaaS company. Our software helps hospitality, airport and campus customers enhance their ridership experience and run their shuttle operations more efficiently. We build the technology; we don't operate shuttles. We're already #1 in SEO for our category and trusted by top names across the U.S. and abroad. We're looking for a tech-savvy Operations & Office Manager to be the operational backbone of the company from our Leesburg office. You'll own how the business runs, from the moment a customer signs to the day an account closes, and you'll make it run better every month through documentation and automation. About the Role • Reports to: Bhavin Parikh, CEO & Co-Founder, • Location: On-site at 50 Catoctin Cir NE, Suite 101, Leesburg, VA 20176, with occasional travel to industry events, • Hours: Monday to Friday, 8:00 AM – 5:00 PM ET, • Works with: our sales, billing, customer success and engineering teams, plus customers, partners and vendors What You'll Do 1. Lead Operations & Automation • Own entire business operating process., • Own the operational automation strategy, with a target of automating 50% of Level 3 processes., • Own the end-to-end customer workflow pipeline in our operations platform., • Work with engineering and development partners to design, test, deploy and upgrade operational tools and integrations. 1. Run the Customer Lifecycle • Fulfillment: set up customer accounts, assign the right devices, pack and ship (FedEx), follow up on deliveries, and keep inventory and teams updated., • Contract amendments: own changes end to end, including contractual changes in entities, contacts, billing, terms and products & service packages., • Warranty & returns: process returns, coordinate testing of faulty devices, explain billing impact for out-of-warranty returns, restock to sell-ready, and chase promised returns., • Account closures: run the closure process, work with Customer Success to save accounts where possible, settle outstanding balances, recover devices, update systems, and move closed accounts into our nurture program., • Billing support: be the go-to person for the billing team on account setup, contract and SKU questions, and securely own customer credit card and ACH authorizations., • Lead pipeline support: help with lead collection and hand-off to sales. 1. Keep Finance Operations Tight • Manage incoming check payments (PO box, deposits) and reconcile receivables in QuickBooks Online, resolving discrepancies with customers and the billing team., • Support collections: chase overdue accounts and manage our collection agency relationship, including submissions, progress tracking, payment routing and payout approvals., • Run regular system audits 1. Manage Inventory & Vendors • Track parts, kits and finished devices, plus non-operational stock (packaging, marketing materials, supplies). Assemble kits and keep stock at healthy levels., • Reorder at trigger levels, find alternative sources, and negotiate pricing., • Manage new product and feature introduction to Inventory and impact on SKUs., • Manage vendor relationships: POs, invoices, payments, agreements, risk flags and cost-reduction projects. 1. Drive Events & Marketing • Own the events calendar, budget, spend and ROI., • Plan and coordinate trade shows end to end: booth items, shipping, swag, and pre-, during- and post-event activities. Provide on-site support at selective events., • Pursue speaking and sponsorship opportunities for TrackMyShuttle., • Run seasonal cards, gifts and celebrations for customers, partners and the team. 1. Run the Office & Support the Team • Coordinate interns and new hires: onboarding, system access and paperwork., • Manage the office space, general procurement and company software subscriptions., • Run weekly core-team calls, monthly functional calls and quarterly all-team calls., • Co-ordinate Board Meetings, • Lead rewards and recognition for team members, partners and customers. What We're Looking For Must-haves • 3–6 years in operations, business operations or office management, ideally at a startup or small company., • Tech-savvy (non-negotiable). Hands-on with various systems including but not limited to QuickBooks Online, and Google Workspace / Microsoft 365. Has built or maintained workflow automations (Airtable automations, Zapier, Make or similar), uses AI tools in day-to-day work, and picks up new software quickly., • Process thinker. Can map a messy process, write a clear SOP and spot what should be automated., • Finance comfort. Invoices, POs, receivables reconciliation and payment follow-up., • Highly organized and detail oriented. Owns outcomes without being chased., • Clear written and verbal communicator with customers, vendors and a team working across time zones., • Able to pack and ship equipment, and to travel to occasional events., • Authorized to work in the U.S. and able to work on-site in Leesburg. Nice-to-haves • Experience at a SaaS or hardware-enabled company, • CRM or marketing tools (e.g., HubSpot), and trade show or event coordination, • Inventory, warehouse or 3PL management experience Compensation & Benefits • Pay: $25–$35 per hour, depending on experience, • 2 weeks of paid time off to start, increasing with tenure, • Standard U.S. federal holidays off, • Separate paid sick leave per state guidelines, • Medical, dental, vision, life, disability and 401(k) plans, per company policies., • All required tech, tools and system access provided Why You'll Love Working Here • Skip the DC commute and build your career close to home in Loudoun County., • Join the market leader: #1 in SEO, growing fast and trusted globally., • Work directly with leadership, not buried under layers., • Shape how the company runs. Your processes and automations will be used every day., • Flexibility and growth exposure that corporate jobs can't match. If you're organized, tech-savvy and love making things run smoothly, we'd love to hear from you. Apply today and join TrackMyShuttle, a #1-ranked, fast-growing mobility SaaS company based right here in Loudoun County. Required (job board screening) • 3+ years of experience in operations or office management, • Experience building workflow automations, • Able to use AI for day-to-day activities, • Strong organizational and multitasking skills, • Detail-oriented, reliable and proactive, • Great communication skills, • Able to work on-site in Leesburg, VA, Monday to Friday