Business Operations Manager Jobs in Philadelphia, PA

About Recess

Recess is reimagining childcare by making it more flexible, convenient, and accessible for modern families.

Through our neighborhood childcare facilities, we offer flexible, on-demand childcare, enrichment classes, and family-focused events. We're a growing startup with multiple Philadelphia locations and plans to expand.

We're looking for a highly organized, detail-oriented Business Operations & Finance Assistant to help manage the financial, administrative, and operational responsibilities of running and growing the business.

About the Role

This position will work directly with our Founder & CEO to manage day-to-day business administration, with a strong focus on bookkeeping, payroll, financial organization, and corporate operations.

You'll also support our leadership team with recruiting, purchasing, licensing coordination, and opening new childcare locations.

The ideal candidate is a proactive, reliable problem-solver who enjoys working across different areas of a small business. You should be comfortable taking ownership of recurring responsibilities, managing deadlines, and keeping things organized without constant oversight.

Key Responsibilities: Finance & Bookkeeping

• Maintain accurate bookkeeping records, including categorizing transactions and reconciling bank and credit card accounts.
• Track business expenses, invoices, receipts, and vendor payments.
• Prepare and process payroll using approved employee hours and payroll information, subject to management approval.
• Assist with monthly financial reporting, budgets, and expense tracking.
• Organize financial records and coordinate with external accountants.
• Assist with tax documentation, filing deadlines, and administrative preparation.

Business & Corporate Administration

• Organize and maintain company documents, contracts, insurance policies, and corporate records.
• Track important business deadlines, renewals, licenses, and recurring obligations.
• Coordinate with vendors, accountants, insurance providers, and other business partners.
• Help manage company accounts, subscriptions, and administrative systems.
• Support the CEO with special projects, research, scheduling, and follow-ups.

Operations & Facility Support

• Coordinate purchasing, supply orders, and vendor relationships across childcare locations.
• Track inventory, recurring facility expenses, and operational needs.
• Assist with opening new locations, including coordinating vendors, tracking project timelines, and organizing licensing and permit documentation.
• Support facility leadership with administrative tasks and operational improvements.
• Help develop and maintain organized processes as the company grows.

HR & Recruiting Administration

• Post job openings, conduct initial resume screening, and coordinate interviews.
• Assist with employee onboarding, documentation, and personnel record organization.
• Track required employee paperwork, clearances, certifications, and renewal deadlines.
• Assist with timesheet administration and payroll preparation.
• Support leadership with routine employee communications and scheduling.

Customer & Administrative Support

• Assist with managing prospective customer inquiries and lead follow-ups.
• Maintain accurate customer and administrative records.
• Coordinate scheduling, communications, and other projects as needed.

Qualifications

Required

• 2+ years of experience in bookkeeping, business administration, office management, or a related role.
• Experience with QuickBooks or similar accounting software.
• Familiarity with payroll processing and basic accounting principles.
• Strong organizational skills and exceptional attention to detail.
• Proficiency with Google Workspace, spreadsheets, and common business software.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines independently.
• Trustworthy and comfortable handling confidential financial, employee, and business information.

Preferred

• Experience supporting a small business owner, founder, or executive.
• Experience with payroll platforms such as Gusto or ADP.
• Experience with accounts payable, financial reconciliations, and basic financial reporting.
• Experience coordinating vendors, administrative projects, or business operations.
• Previous experience working in a startup or growing multi-location business.

Childcare industry experience is helpful but not required.

What We're Looking For

We're looking for someone who is:

• Highly organized: You enjoy creating systems, maintaining records, and keeping things running smoothly.
• Detail-oriented: You take accuracy seriously, particularly when handling financial information.
• Independent: You can take a responsibility and manage it from start to finish.
• Resourceful: You're comfortable researching solutions, figuring things out, and solving problems.
• Flexible: You enjoy variety and can shift between financial, administrative, and operational projects.
• Reliable: You follow through, communicate clearly, and take ownership of your work.

Why Join Recess?

• Work directly with the founder of a growing childcare startup.
• Gain exposure to finance, operations, business development, and multi-location expansion.
• Enjoy a part-time schedule with the opportunity for increased hours and responsibilities.
• Have a meaningful impact on building the systems and processes that support Recess's growth.
• Join a mission-driven company working to make childcare more accessible and flexible for families.

Schedule & Compensation

This is a part-time position starting at approximately 5–20 hours per week, paying $20–$25 per hour, depending on experience.

The role is based in Philadelphia and may involve occasional visits to Recess childcare locations.

There is potential for the position to grow into a full-time role as the company expands.

How to Apply

Please submit your resume and a brief introduction highlighting your experience with bookkeeping, payroll, and small-business operations.

We are particularly interested in candidates who have helped manage the administrative and financial operations of a small or growing business.

Pay: $20.00 - $25.00 per hour

Expected hours: 5.0 – 20.0 per week

Application Question(s):

• How far do you live from our facilities in Northern Liberties?
• Please describe prior work in business operations and/or finance?
• Please confirm you have prior experience in book keeping and QuickBooks?
• Why are you interested in this position?

Ability to Relocate:

• Philadelphia, PA 19123: Relocate before starting work (Preferred)

Work Location: Hybrid remote in Philadelphia, PA 19123