Operations Specialist

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

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

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

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