Billing Operations Specialist

Lower•Austin, TX

13d•Hybrid

About The Position

The Billing Operations Specialist plays an essential role in ensuring the accuracy and reliability of daily payment operations. This position is responsible for management of processes across subscription programs, quality control of subscription payment processing, triaging payment issues and customer requests, and managing payment failures within defined service-level agreements (SLAs). Beyond day-to-day execution, this role owns the standard operating procedures (SOPs) that govern billing operations — building, documenting, and continuously refining them — and acts as a thought partner to leadership in identifying recurring problems and driving durable solutions. Working within the Chargify/Maxio/Salesforce platform across multiple product verticals and pricing models, this role ensures that all transactions are processed correctly, issues are resolved promptly, and customers experience seamless billing support. The ideal candidate is detail-oriented, proactive, excels in fast paced environment, and eager to grow within a dynamic operations environment.

Requirements

Strong attention to detail and commitment to accuracy.
Proficiency in Excel/Google Sheets; familiarity with CRMs (Salesforce experience strongly preferred).
Billing platform experience required (Chargify/Maxio experience strongly preferred; Recurly experience is a plus).
Demonstrated experience creating, documenting, and implementing SOPs or structured processes from the ground up.
Excellent written and verbal communication skills, with the ability to translate ambiguous or messy situations into clear, documented processes.
Proactive, solution-oriented mindset — comfortable identifying recurring problems and driving them to root-cause resolution rather than repeatedly triaging symptoms.
Ability to act as a thought partner to managers/stakeholders on process and operational decisions.
Ability to manage multiple tasks, priorities, and deadlines.
Comfort working with data and identifying patterns or discrepancies.
Basic understanding of billing, payment processing, or subscription operations (required).
3–5 years of business & operations experience in an enterprise environment.
Experience in a subscription-based, SaaS environment required.

Nice To Haves

Hands-on experience with Chargify/Maxio (or a comparable SaaS billing platform).
Prior experience with Salesforce in an operational or support capacity is strongly preferred.
Background in a B2C, subscription-based, or SaaS environment.
Track record of building or improving SOPs and operational processes in a fast-paced environment.
Recurly experience is a plus.

Responsibilities

Review daily payment batches to verify successful processing and flag discrepancies.
Monitor subscription billing activity across all product verticals within Chargify/Maxio.
Ensure data accuracy and consistency between internal systems and payment records.
Identify, escalate, and correct billing errors, missing data, or inconsistencies.
Build new SOPs from scratch for recurring billing workflows, payment triage, and failure-recovery processes — documenting step-by-step procedures, ownership, and escalation paths.
Maintain a centralized, up-to-date SOP library; review and revise documentation on a regular cadence as tools, pricing models, or policies change.
Roll out new or updated SOPs to the team, including training and confirming adoption.
Audit adherence to existing SOPs and identify gaps between documented process and actual practice.
Partner with cross-functional teams (Finance, Sales, Tech) to align SOPs with upstream and downstream workflows.
Serve as the first point of contact for payment-related inquiries or customer issues.
Triage incoming issues by severity and type, and route requests to the appropriate internal team (Finance, Sales, Tech) using clear, documented triage criteria.
Maintain and refine a triage framework/decision tree so issues are consistently categorized and routed regardless of who is handling intake.
Provide timely, clear communication to customers regarding payment status and resolutions.
Log and track all issues to ensure closure within established SLAs.
Identify patterns across triaged issues and flag emerging trends before they become widespread.
Monitor and respond to failed or declined payments within defined timeframes.
Investigate root causes of payment failures and take corrective actions.
Coordinate with customers to update payment methods or retry failed transactions.
Document recovery efforts and track performance against recovery targets.
Act as a thought partner to leadership and cross-functional stakeholders on process design — proactively surfacing recurring or systemic issues with recommended solutions.
Own the end-to-end lifecycle of assigned processes: define the process, implement, monitor performance, and iterate based on outcomes.
Conduct root-cause analysis on repeat issues and drive them to permanent resolution (not repeated workarounds), proposing process, system, or policy changes as needed.
Build a habit of translating one-off fixes into scalable SOPs so the same problem doesn't require manual intervention twice.
Present findings and recommendations on recurring problems to stakeholders, with clear proposed solutions and expected impact.
Assist with updating and maintaining accurate subscription records.
Support daily and weekly reporting on payment performance, failure trends, and SOP/process adherence.
Contribute to ongoing process improvements to increase accuracy and efficiency.