Head of Billing Operations

HUB International•Austin, TX

3d•$85,000 - $110,000•Hybrid

About The Position

The Head of Billing Operations is responsible for the accurate and timely production, reconciliation, and oversight of advisory fee billing processed through Orion across Charles Schwab, Fidelity, and TIAA-CREF custodial platforms, as well as retirement plan billing across administration, advisory, and consulting services. This role owns the end-to-end quarterly and monthly billing cycles for the firm’s advisory and retirement plan book, ensuring fees are calculated in accordance with executed client agreements, household groupings, plan documents, and approved fee schedules, and that resulting custodial deductions, invoices, and revenue postings reconcile cleanly to the general ledger. This position is a key contributor to HUB RPW’s ongoing centralization of billing operations across the country. This is intended to be a senior-level hire with the experience, leadership presence, and ambition to take on expanded responsibility over time as the centralized billing function continues to grow.

Requirements

Bachelor’s degree in Accounting, Finance, Business, or a related field — or equivalent professional experience
5+ years of progressive experience in advisory fee billing or operations within an RIA, wealth management firm, or asset manager
3+ years of direct, hands-on experience with Orion Advisor Tech (billing module) or a similar portfolio management/billing software system (e.g., Tamarac, Envestnet, Black Diamond, Addepar), including fee schedule setup, billing groups, and quarterly bill generation
Demonstrated experience submitting and reconciling fee files with Charles Schwab, Fidelity, and TIAA-CREF custodial platforms
Strong understanding of advisory fee structures (tiered, blended, flat, asset-based, household aggregation) and proration logic
Advanced Excel proficiency (XLOOKUP, SUMIF, pivot tables, large-data reconciliation)
Strong understanding of internal controls and accounting concepts as they relate to revenue and receivables
Excellent written and verbal communication skills, including the ability to interact directly with advisors, senior leaders, and custodial counterparts
Experience supervising or coaching billing analysts/specialists preferred
Track record of taking on expanded scope, mentoring peers, and driving process improvement beyond a defined role
Familiarity with retirement plan billing (3(21)/3(38), recordkeeper-paid, plan sponsor-paid, wrap fees)
Working knowledge of SEC Investment Advisers Act requirements as they pertain to advisory fee billing preferred
Accuracy & Attention to Detail: Able to manage thousands of accounts across multiple custodians with zero tolerance for fee errors.
Process Discipline: Documents, follows, and improves repeatable processes; comfortable inside controls and SOPs.
Ownership: Drives billing cycles to completion and owns the resolution of exceptions end-to-end.
Collaboration: Works effectively across accounting, operations, compliance, and the custodians.
Continuous Improvement: Looks for automation, standardization, and scalability opportunities.
Leadership Presence: Carries themselves with the maturity, judgment, and credibility to take on expanded responsibility as the function continues to grow.

Responsibilities

Own the full quarterly advisory billing cycle in Orion for all advisor books custodied at Schwab, Fidelity, and TIAA-CREF, including pre-bill review, fee calculation, exception resolution, and final fee file generation.
Oversee billing across retirement plan administration, advisory, and consulting services, including processing plan invoices, reconciling billing data against plan documents and fee schedules, and managing recordkeeper-paid, plan sponsor-paid, and wrap fee arrangements.
Validate account setup in Orion prior to each billing cycle, including fee schedules, billing groups, household aggregation, billable/non-billable flags, exclusions, account inception dates, and prorations for new and terminated accounts.
Submit approved fee files to Schwab, Fidelity, and TIAA-CREF within each custodian’s required timing and file-format specifications.
Reconcile custodial fee debit confirmations back to Orion-calculated fees; research and resolve rejects, shortfalls, and timing differences with each custodian.
Process one-time and manual fee adjustments (refunds, credits, prorations, fee waivers) with appropriate documentation and approvals.
Manage direct-bill and held-away account invoicing where custodial debit is not available, including tracking receivables and following up on outstanding balances.
Partner with the accounting team to ensure advisory fee revenue is recorded accurately and in the correct period across applicable legal entities; prepare and review billing-related journal entries, accruals, and balance sheet reconciliations.
Support close by providing complete and reconciled billing data, variance commentary, and audit-ready supporting workpapers.
Maintain documented standard operating procedures (SOPs) for every step of the Orion-to-custodian billing process across all three platforms; ensure billing practices comply with each client’s executed advisory agreement, Form ADV disclosures, and applicable regulatory requirements.
Provide data and documentation to support internal and external audits, SOC reviews, and regulatory exams; identify, escalate, and remediate billing errors and control gaps in partnership with compliance.
Partner with the commissions processing team to assist with data validation, reconciliation, and resolution of advisor compensation issues, ensuring alignment between billing, revenue, and commission workflows.
Contribute to the centralization of billing operations across the country, helping standardize processes, controls, and reporting across legacy books and offices; identify automation opportunities within Orion and adjacent systems.
Serve as the primary internal point of contact with Schwab, Fidelity, and TIAA-CREF billing operations teams; respond to advisor and client billing inquiries with professionalism, urgency, and clear written communication.