Business Operations Administrator

Apex Concierge Services Inc•Boston, MA

7d•$25 - $30•Onsite

About The Position

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.

Requirements

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
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
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

Nice To Haves

Paylocity experience a plus

Responsibilities

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
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
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
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
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
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