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