Operations Specialist (Billing & Revenue Operations)

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 schedule

Key Responsibilities:

• Create, audit, and send invoices in QuickBooks
• Ensure accuracy and timeliness across all billing processes
• Perform monthly invoice reconciliation between QuickBooks and HubSpot
• Identify and resolve discrepancies to maintain financial alignment

• Configure and maintain projects in Kantata, ensuring accurate financial data and project setup
• Review completed projects to ensure budget adherence and compliance
• Support month-end close processes, including project finalization and archiving

• Assess project requirements and support team/resource allocation for optimal execution
• Maintain alignment between project delivery and billing structures

• Identify opportunities to improve workflows across billing, reporting, and project management
• Support the development of data-driven insights and reporting to improve operational decision-making

• Partner closely with Finance, Operations, Project Management, and Delivery teams
• Ensure clear communication and alignment across departments to support smooth execution

• QuickBooks (invoicing & reconciliation)
• Kantata (PSA / project financial tracking)
• HubSpot (CRM and deal-to-billing alignment)
• Slack, Google Workspace

This role is best suited for someone who thrives in high-volume, system-driven environments where finance and operations intersect.

• Strong hands-on experience with QuickBooks (invoicing + reconciliation)
• Experience supporting billing, revenue operations, or financial workflows
• Proven ability to manage high-volume, deadline-driven work
• High level of attention to detail with financial data

• Experience with Kantata or similar PSA tools
• Familiarity with HubSpot CRM
• Background in service-based or project-based businesses
• Exposure to month-end close processes
• Experience in remote, cross-functional environments

• Attention to Detail: Critical to prevent billing and reconciliation errors
• Proactive Communication: Coordinates effectively across teams
• Ownership Mentality: Takes responsibility for outcomes and problem resolution
• Adaptability & Problem Solving: Navigates complex systems and evolving workflows

• Experience with process optimization and automation
• Ability to build advanced reporting and insights
• Deep system expertise across QuickBooks, HubSpot, and Kantata

• Lack of attention to detail leading to financial errors
• Poor communication across teams
• Resistance to learning or using new systems and tools
• Inflexibility in problem-solving approaches
• Inability to meet deadlines, especially during month-end close cycles

• Reports to: Senior Manager of Operations
• Collaborates with: Operations, Finance, and Project Management teams
• Environment: Remote-first, fast-paced, collaborative, and accountability-driven

• Accuracy and speed of project creation in Kantata
• Billing accuracy and invoice quality
• Month-end close accuracy and timeliness
• Reduction in cross-system discrepancies

• Internal-facing role (no direct customer interaction)
• Replacement hire with immediate need
• Growth potential tied to process automation and operational maturity

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