Operations & Office Manager

TrackMyShuttle; Leesburg (VA); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Two weeks paid time off

Medical, dental, vision benefits

401(k) plan

Job summary

TrackMyShuttle is seeking an Operations & Office Manager to be the operational backbone in Leesburg, VA. You will own business processes, drive automation initiatives, and manage the customer lifecycle from onboarding to closures.

You’ll interface with sales, billing, CS, and engineering while coordinating events and office operations. This role requires 3–6 years in operations, a tech‑savvy mindset, strong organizational skills, and the ability to work on-site in Leesburg, VA.

Qualifications

• 3–6 years in operations or office management, startup experience preferred.
• Proficient with QuickBooks Online, Google Workspace/M365, and workflow automation tools.
• Strong written and verbal communication; highly organized and detail oriented.

Responsibilities

• Own end-to-end operating processes and automation strategy.
• Manage customer lifecycle including setup, billing, and account changes.
• Reconcile receivables and assist with collections in QuickBooks Online.
• Oversee inventory, vendor management, and procurement.
• Coordinate events, marketing activities, and office operations.

Skills

Tech-savvy

Workflow automations

Finance comfort

Organizational skills

Communication

On-site readiness

Tools

QuickBooks Online

Google Workspace

Microsoft 365

Airtable automations

Zapier/Make

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.

2. 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.

3. 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

4. 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.

5. 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.

6. 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. 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