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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
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
Paid Time Off
Health Maintenance Organization (HMO) coverage
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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