# Operations Specialist

**Company:** [Hireframe](http://jobs.workable.com/companies/g6LMGb9Evyir8XkASpQBF9.md)
**Location:** Remote
**Workplace:** remote

[Apply for this job](http://jobs.workable.com/view/4aff51e0-812b-407d-a193-ae34cd6d4884)

## Description

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
-   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.

**Learn More**

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-   [Instagram](https://www.instagram.com/hireframe?igsh=MW15am5hem9tNnV5cQ%3D%3D&utm_source=qr)
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-   [LinkedIn](https://www.linkedin.com/company/hireframe/posts/?feedView=all)
-   [YouTube](https://www.youtube.com/@Hireframe)
-   Visit our website: [www.hireframe.com](http://www.hireframe.com/)[](https://www.hireframe.com/)  
    

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