Billing & Operations Specialist

CYB Human Resources•Pompano Beach, FL

12d•Remote

About The Position

The Billing & Operations Specialist serves as the financial and operational center for CYB Human Resources. This role safeguards the accuracy of all billing, invoicing, and financial data, ensures the cleanliness and integrity of our CRM and tech systems, and maintains the Rhythm of the Business by proactively managing communication, compliance documentation (MSAs, legal, insurance, etc.), and operational cadence. We are a boutique Outsourced HR firm looking for a "Command Center" operator. Someone who loves checklists, protects data like a vault, and ensures our business does not miss a beat. This is not an administrative assistant role. The Specialist is responsible for maintaining critical financial processes, managing up to leadership, enforcing internal controls, protecting sensitive data, and ensuring CYB’s operational engine runs smoothly at all times. You are the guardian of our financial health and operational data. You will handle sensitive HR and financial information, enforce our Rhythm of the Business, and ensure our CRM remains pristine. You must be someone who manages up by proactively bringing the agenda forward instead of waiting for direction.

Requirements

3 or more years of experience in Operations, Billing, Bookkeeping, or AR and AP functions
Proven collections experience and ownership of the AR cycle
Strong proficiency in QuickBooks
Experience working fully remotely with minimal oversight
Experience with CRM systems, Zoho CRM preferred
Strong confidentiality practices and data protection awareness
High attention to detail, accuracy, and follow through
Strong proficiency in QuickBooks (required)
Experience managing a Microsoft 365 tenant, including adding and removing users and managing security settings
Mastery of Microsoft Office
Familiarity with Gusto or similar HRIS, Zoom, and DocuSign
Experience entering and maintaining clean CRM data
Strong financial logic, including the ability to distinguish billable versus non-billable work and understand retainer versus hourly billing models
Gatekeeping confidence, including the ability to decline or redirect unapproved expenses
High level of organization and detail orientation
Proactive communication and consistent follow through
Ability to adapt in fast paced and changing environments

Nice To Haves

Experience working with small businesses or consulting firms
Microsoft 365 administration experience
Familiarity with Gusto, Zoom, DocuSign, or related HR platforms
Experience with Zoho Books and Subscriptions
Comfort using AI tools, including ChatGPT and Gamma, and working within system based workflows

Responsibilities

Precision Invoicing: Reconcile monthly team hours against Client Master Service Agreements (MSAs). Verify caps, retainers, and billable rates to ensure 100 percent accuracy before invoices are drafted.
Timesheet Gatekeeper: Review employee time punches weekly to confirm accuracy and distinguish billable versus non-billable hours. Set up new employees on correct time tracking systems and train all employees as needed to ensure accurate tracking at all times.
Collections and AR: Manage the full Accounts Receivable cycle. Ensure no invoice ages beyond 90 days, initiate collections processes at 60 days, and handle client billing inquiries professionally.
Expense Control: Manage Accounts Payable protocols. Ensure credit cards are not used if fees apply unless approved and track all expenses against the budget.
Subscription Audits: Review all subscriptions monthly to confirm the removal of unused software licenses and eliminate duplicate seats.
CRM and Data Integrity: Maintain the "Golden Record" by ensuring all clients are correctly listed in the CRM with accurate HR Packages and billing contacts.
Platform Administration: Manage the administrative backend of the tech stack including Zoho One and Books, Microsoft 365, Zoom, and DocuSign.
Compliance Administration: Run background checks and drug screens as needed and notify the HR team immediately when results are received.
Meeting Management: Own the cadence of communication. Collect outstanding tasks and send daily or weekly recaps to the CEO. Create agendas for weekly reviews to ensure nothing slips through the cracks.
Inbox and Communication Triage: Manage multiple CYB inboxes and route emails promptly to the correct team member.
Phone Coverage: Answer incoming business calls, block spam, and professionally screen and route callers.