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14 days ago
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Requirements and responsibilities
We are seeking a highly detail-oriented Operations Specialist to support billing, project configuration, and revenue operations workflows. This role is critical to ensuring financial accuracy, operational efficiency, and alignment across project delivery and billing systems.This is a full-time, remote position operating on a fixed 9:00 AM – 5:00 PM EST scheduleDescriptionKey Responsibilities:Billing & Financial OperationsCreate, audit, and send invoices in QuickBooksEnsure accuracy and timeliness across all billing processesPerform monthly invoice reconciliation between QuickBooks and HubSpotIdentify and resolve discrepancies to maintain financial alignmentProject Configuration & OversightConfigure and maintain projects in Kantata, ensuring accurate financial data and project setupReview completed projects to ensure budget adherence and complianceSupport month-end close processes, including project finalization and archivingResource Allocation & OperationsAssess project requirements and support team/resource allocation for optimal executionMaintain alignment between project delivery and billing structuresWorkflow Optimization & ReportingIdentify opportunities to improve workflows across billing, reporting, and project managementSupport the development of data-driven insights and reporting to improve operational decision-makingCross-Functional CollaborationPartner closely with Finance, Operations, Project Management, and Delivery teamsEnsure clear communication and alignment across departments to support smooth executionTools & SystemsQuickBooks (invoicing & reconciliation)Kantata (PSA / project financial tracking)HubSpot (CRM and deal-to-billing alignment)Slack, Google WorkspaceRequirementsIdeal Candidate ProfileThis role is best suited for someone who thrives in high-volume, system-driven environments where finance and operations intersect.Required ExperienceStrong hands-on experience with QuickBooks (invoicing + reconciliation)Experience supporting billing, revenue operations, or financial workflowsProven ability to manage high-volume, deadline-driven workHigh level of attention to detail with financial dataPreferred ExperienceExperience with Kantata or similar PSA toolsFamiliarity with HubSpot CRMBackground in service-based or project-based businessesExposure to month-end close processesExperience in remote, cross-functional environmentsCore CompetenciesAttention to Detail: Critical to prevent billing and reconciliation errorsProactive Communication: Coordinates effectively across teamsOwnership Mentality: Takes responsibility for outcomes and problem resolutionAdaptability & Problem Solving: Navigates complex systems and evolving workflowsNice-to-HavesExperience with process optimization and automationAbility to build advanced reporting and insightsDeep system expertise across QuickBooks, HubSpot, and KantataWhat Will Not Work in This RoleLack of attention to detail leading to financial errorsPoor communication across teamsResistance to learning or using new systems and toolsInflexibility in problem-solving approachesInability to meet deadlines, especially during month-end close cyclesTeam & CultureReports to: Senior Manager of OperationsCollaborates with: Operations, Finance, and Project Management teamsEnvironment: Remote-first, fast-paced, collaborative, and accountability-drivenSuccess Metrics (KPIs)Accuracy and speed of project creation in KantataBilling accuracy and invoice qualityMonth-end close accuracy and timelinessReduction in cross-system discrepanciesAdditional DetailsInternal-facing role (no direct customer interaction)Replacement hire with immediate needGrowth potential tied to process automation and operational maturityBenefitsHireframe provides nearshore and offshore staffing solutions, operating as a remote-first organization with team members located in the United States, Mexico, and the Philippines. Our robust benefits package includes:Permanent remote work flexibilityAnnual performance bonusesDedicated coaches offer an extra channel of support and skill-buildingOpportunities for professional growthAt Hireframe, we cultivate a supportive environment that fosters professional development and success, ensuring our team members thrive in their careers.
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