Billing & Operations Specialist

CYB Human Resources•Pompano Beach, FL

21h•$50,000 - $65,000•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, and operational cadence. We are a boutique Outsourced HR firm looking for a "Command Center" operator. We need 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, and ensuring CYB’s operational engine runs smoothly. You are the guardian of our financial health. You must be someone who manages up by proactively bringing the agenda forward instead of waiting for direction.

Requirements

3+ years of experience in Operations, Billing, Bookkeeping, or AR/AP functions.
QuickBooks: Strong proficiency required (Future State).
Zoho Ecosystem: Experience with Zoho Books, Subscriptions, and CRM is highly preferred (Current State).
Microsoft 365: Experience managing a tenant (users/security) and mastery of the Office Suite.
Collections: Proven experience managing the AR cycle and professionally handling collections.
Remote Work: Proven success working fully remotely with minimal oversight.
Confidentiality: Unwavering commitment to data protection and privacy.
Financial Logic: Ability to distinguish billable vs. non-billable work and understand Retainer vs. Hourly billing models.
Gatekeeping: Confidence to say "no" or present alternatives to leadership regarding unapproved expenses.
High Organization: Extreme attention to detail—you find the errors others miss.
Tech Adaptability: Comfort using AI tools (ChatGPT, Gamma) and ability to troubleshoot systems like RingCentral and Outlook.

Responsibilities

Precision Invoicing: Reconcile monthly team hours against Client Master Service Agreements (MSAs). Verify caps, retainers, and billable rates to ensure 100% accuracy before invoices are drafted.
Billing Execution: Handle the full invoicing cycle (Bi-Weekly and Monthly) using Zoho Books (and eventually Anchor). This includes computing outstanding balances, invoicing overages, and creating monthly invoice summaries.
Timesheet Gatekeeper: Review employee time punches weekly to confirm accuracy and distinguish billable versus non-billable hours. Set up new employees on time tracking systems and train team members to ensure data integrity.
Collections & Accounts Receivable (AR): Manage the full Accounts Receivable cycle. Review unpaid invoices weekly, confirm payment methods, and ensure no invoice ages beyond 90 days. Initiate professional collections processes at 60 days.
Accounts Payable & Expense Control: Save vendor invoices to WorkDrive and log payables requiring approval to the Admin Agenda. Strictly enforce credit card protocols—ensure cards are not used if fees apply (unless approved) and track all expenses against the budget.
Financial Hygiene: Perform monthly cleaning of Zoho Books to remove duplicates and update billing info. Review partner bonuses quarterly and process payouts.
Subscription Audits: Review all software subscriptions monthly. Update payment methods, handle renewals, and ruthlessly eliminate unused licenses or duplicate seats.
CRM & Data Integrity: Maintain the "Golden Record" by ensuring all clients are correctly listed in the CRM with accurate HR Packages and billing contacts. Perform "As Required" updates to verify client details remain current.
Platform Administration: Manage the administrative backend of the tech stack including Zoho One, Microsoft 365 (adding/removing users), Zoom, and DocuSign. Troubleshoot technical issues as they arise.
Vendor Coordination: Act as the primary point of contact for new and existing vendors, ensuring seamless communication and resolving queries.
File Organization: Monthly cleaning and organization of WorkDrive folders (Projects, Admin, SOPs) to ensure data remains accessible and logical.
Special Project (Tech Stack): Drive the evaluation and implementation of new time-tracking software. Help move the firm toward a seamless integration with QuickBooks and Anchor (our new billing system), ensuring successful data syncing between time tracking, invoicing, and billing.
Contract & Renewal Management (Crucial): Proactively manage the lifecycle of all business contracts. You are responsible for tracking renewal dates for Client MSAs, Vendor Contracts, and Software Licenses. You must alert leadership 60-90 days before expiration to allow for renegotiation or cancellation.
Meeting Management: Own the communication cadence. Collect outstanding tasks and create agendas for weekly reviews to ensure nothing slips through the cracks.
Admin Planning: Use Zoho Sheet to review priorities and deadlines for the week, ensuring the administrative engine keeps pace with the team.
Team Utilization Alerts: Send a weekly outline/reminder to the HR team detailing how many hours have been used in the current period to prevent overages.
Inboxes: Manage shared inboxes (hello@, accounting@). Review, respond, or route emails promptly and block spam/phishing.
Cliq & Teams: Monitor and respond to internal Cliq messages and task requests to keep the team moving.
Phone System: Manage the RingCentral system. Answer and route calls, block spam, review voicemail transcriptions, and return missed calls.
Compliance Administration: Run background checks and drug screens as needed and notify the HR team immediately when results are received.
Process Documentation: Update onboarding processes, checklists, and SOPs to ensure consistent transitions for clients and employees.
General Admin: Assist with scheduling and ad-hoc administrative functions as required to support the Executive Team.