Operations Specialist

We are seeking a highly detail-orientedOperations Specialistto 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:

Billing & Financial Operations

• 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

Project Configuration & Oversight

• 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

Resource Allocation & Operations

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

Workflow Optimization & Reporting

• 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

Cross-Functional Collaboration

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

Tools & Systems

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

Requirements

Ideal Candidate Profile

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

Required Experience

• 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

Preferred Experience

• 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

Core Competencies

• 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

Nice-to-Haves

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

What Will Not Work in This Role

• 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

Team & Culture

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

Success Metrics (KPIs)

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

Additional Details

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

Benefits

Hireframe 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 flexibility
• Annual performance bonuses
• Dedicated coaches offer an extra channel of support and skill-building
• Opportunities for professional growth

At Hireframe, we cultivate a supportive environment that fosters professional development and success, ensuring our team members thrive in their careers.

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