Operations & Office Manager

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. 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