Business Operations Administrator at Apex Concierge Services Inc

Boston, Massachusetts, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Sep, 26

Salary

30.0

Posted On

12 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Recruiting Coordination, Onboarding, Payroll Preparation, Invoicing, HR Administration, Timekeeping, Reporting, Paylocity, Connecteam, Document Management, Time Management, Attention To Detail, Confidentiality, Communication, Accountability, Administrative Workflow Management

Industry

Hospitality

Description

Description Job Description The Business Operations Administrator supports the day-to-day operational systems that keep Apex Concierge Services running smoothly. This role focuses on coordination, execution, tracking, and reporting across recruiting, onboarding, payroll preparation, invoicing, and internal systems. The position works closely with leadership and external partners to ensure accuracy, timeliness, and consistency across all administrative functions. Key Responsibilities Recruiting & Hiring Coordination Post and manage job listings to ensure strong visibility Conduct initial phone screenings Schedule and prepare interviews for hiring managers Prepare and send offer letters using approved templates Track candidates through the hiring process and maintain accurate applicant records in Paylocity Oversee onboarding to completion, ensuring all compliance steps are completed Onboarding, Training & Employee Lifecycle Support Ensure new hires are properly onboarded in Paylocity Assign required training and orientation schedules Track completion of new-hire and recurring training Monitor 30 & 90-day milestones and support review preparation Maintain accurate and up-to-date employee records HR Administration & Documentation Upload and organize employee documentation, including policy acknowledgements and disciplinary records Coordinate with Brabo (HR vendor) on compliance documentation, write-ups, terminations, and final pay processing Process employee-initiated changes in Paylocity, such as direct deposit or address updates Ensure all employee files are complete, accurate, and accessible Payroll & Timekeeping Support Monitor time punches for accuracy Flag discrepancies or issues for leadership review Prepare payroll for submission Coordinate payroll corrections with Brabo as needed Maintain payroll records and documentation Invoicing & Financial Administration Support Prepare and send client invoices Send friendly initial payment reminders Track accounts receivable and follow up on outstanding balances Coordinate escalations with leadership when necessary Maintain organized financial records for CPA review Reporting & Systems Support Collect weekly operational reports from field leadership Organize data into clear summaries for leadership review Track trends related to staffing, overtime, attendance, training, and turnover Maintain internal dashboards and trackers Support Paylocity and Connecteam system accuracy and audits Assist with system updates and process improvements Requirements Job Requirements Required Skills & Qualifications Strong organizational and time-management skills High attention to detail and accuracy Ability to follow established processes and checklists consistently Comfortable handling confidential information with discretion Calm, professional, and solution-oriented communication style Ability to manage multiple administrative workflows simultaneously Strong follow-through and accountability Technical & System Requirements Experience working in administrative, operations, or office management roles Comfort working in HRIS, payroll, or timekeeping systems (Paylocity experience a plus) Basic understanding of payroll flow, invoicing, and reporting (training provided) Proficiency with digital tools, document management, and internal systems Work Style Fit Comfortable working behind the scenes in a support role Able to collaborate effectively without direct authority Reliable, consistent, and process-driven Willing to learn and adapt within structured systems

Responsibilities

This role manages day-to-day operational systems including recruiting, onboarding, payroll preparation, and client invoicing. It also involves maintaining employee records and generating operational reports for leadership review.