Job Description
Job DescriptionDescription:
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