Office Manager

Boston Chauffeur | Luxury Ground Transportation

Company Overview

Boston Chauffeur is a leader in luxury ground transportation, delivering world-class service to corporate and private clients throughout Greater Boston and beyond. We pride ourselves on professionalism, reliability, and exceptional attention to detail. Behind the scenes, our dedicated team works to ensure every client experience reflects our commitment to excellence.

Position Summary

We are seeking an Operations & Finance Manager who shares our passion for quality, teamwork, and operational excellence. This is a full-time, on-site role ideal for an organized, proactive professional with strong accounting, QuickBooks, HR, and customer service experience.

The Operations & Finance Manager oversees daily operations at our Peabody headquarters, ensuring efficient administrative workflows, accurate financial management, and strong support for employees and leadership. This role is responsible for bookkeeping, monthly close, HR support, compliance oversight, recruiting assistance, billing support, vendor coordination, and maintaining a smooth, professional office environment.

Key Responsibilities

• Accounting & Financial Management
• Manage all QuickBooks functions including invoicing, accounts payable/receivable, payment posting, and expense tracking.
• Conduct and coordinate monthly close, preparing accurate financial summaries and reports.
• Process payroll, vendor payments, contractor payments, and remote team payments.
• Reconcile accounts and maintain clean, accurate financial records.
• Audit transactions regularly for accuracy, compliance, and completeness.
• Participate in financial forecast meetings, providing administrative and reporting support.
• Assist leadership with budgeting and financial planning tasks as needed.
• Billing & Customer Service
• Manage billing discrepancies and disputes, conducting research and communicating resolutions professionally.
• Handle billing-related client inquiries, adjustments, rate questions, and account reviews.
• Review, document, and resolve accounting-related incident reports with accuracy and follow-through.
• HR, Compliance & Employee Support
• Assist with employee-related matters, including general HR inquiries and day-to-day workforce support.
• Serve as the benefits administrator, coordinating enrollments, changes, and employee communications.
• Ensure company policies, employee files, and HR processes remain compliant with federal and state regulations.
• Support employee onboarding/offboarding, compliance documentation, and record keeping.
• Assist with hiring and recruiting, including posting roles, reviewing applications, scheduling interviews, and coordinating communication with candidates.
• Support compliance tasks including I-9 verification, required postings, and internal policy adherence.
• Office Operations & Coordination
• Oversee daily office operations to maintain a clean, organized, and professional workspace.
• Coordinate with vendors, service providers, and building management.
• Organize internal meetings, company events, and staff communications.
• Act as a central point of contact for staff and leadership on administrative, HR, and billing matters.

Experience & Background

• 3–5 years in office management, bookkeeping, HR support, or administrative operations.
• Experience with billing support, account discrepancies, and customer service preferred.
• Experience assisting with recruiting or HR processes strongly preferred.
• Experience in a small business or service-based environment is a plus.
• QuickBooks certification preferred.

Skills & Competencies

• Strong proficiency with QuickBooks, Microsoft Office 365, and Google Workspace.
• Solid bookkeeping skills, including reconciliations and transaction auditing.
• Strong understanding of payroll, vendor payments, and financial workflows.
• Excellent communication skills, especially when working with clients on billing matters.
• Highly organized with strong time management skills.
• Ability to maintain confidentiality and professionalism in all employee-related matters.
• Familiarity with tools like Slack and applicant tracking systems (ATS) is a plus.

Behaviors & Attributes

• Approachable, reliable, and committed to exceptional service.
• Proactive, hands-on, and able to anticipate needs.
• High level of discretion, confidentiality, and integrity.
• Thrives in a fast-paced, dynamic environment.
• Acts as a cultural ambassador for Boston Chauffeur’s values.

Work Requirements

• Full-time, in-person role in Peabody, MA.
• Monday–Friday schedule with occasional early or late hours during peak business periods.

Benefits

• Competitive salary based on experience
• Health and dental insurance
• Paid time off and holidays
• 401(k) plan with matching contributions
• Paid time off
• Opportunities for professional growth

Pay: $65-75K Salary