Operations Analyst

Inspire11 • Chicago, IL

6h • Hybrid

About The Position

The Operations Analyst is a critical, detail-obsessed partner to Inspire11's Internal Operations Manager and plays a key role in keeping our business running smoothly behind the scenes. This role has full, end-to-end ownership of our invoicing process with minimal oversight, in addition to data validation, project administration, and cross-system integrity work that ensures our operations run cleanly and reliably, freeing leadership to focus on strategy and growth. This is a high-impact role for someone who treats data accuracy as non-negotiable, takes complete ownership of their work, and has the discipline to catch what others miss. Every number, entry, and reconciliation you touch reflects directly on our financial integrity. This is also a highly independent role within a small operations team. While you will collaborate closely with the Internal Operations Manager, you will be expected to own your workstreams end-to-end, manage your priorities and timelines, and proactively troubleshoot issues as they arise without requiring direction at every step.

Requirements

• 3 to 5 years of experience in operations, finance, billing, or a similar analytical role (consulting or professional services preferred)
• Impeccable attention to detail is a firm requirement for this role. Candidates must demonstrate a proven track record of catching and resolving data discrepancies, maintaining error-free work products under deadline pressure, and holding themselves to a higher standard than what is asked of them. This is not a role where close enough is acceptable.
• Demonstrated experience owning an invoicing or billing process independently, with accountability for accuracy and timeliness
• Proven ability to perform detailed data validation and reconciliation with consistency and precision
• Strong comfort working with data, systems, and reporting tools, Microsoft Suite required, familiarity with project management or billing platforms a plus
• Ability to manage multiple priorities simultaneously while maintaining accuracy and accountability across all of them
• Strong communication skills with a proactive, ownership-driven mindset
• Comfortable leveraging AI tools in day-to-day work and eager to explore how emerging technology can improve operational efficiency

Nice To Haves

• Exceptional attention to detail: not just as a working style but as a professional standard
• Strong analytical thinking with the ability to identify root causes, not just symptoms
• Fully self-directed: takes initiative, manages priorities independently, and does not require step-by-step direction
• Highly organized with consistent follow-through on every task and commitment
• Continuously looks for ways to improve processes and prevent errors rather than simply maintaining the status quo
• Comfortable operating in ambiguity and building structure where it does not yet exist

Responsibilities

• Own the invoicing process completely and independently from end to end — this includes every client type, every billing cycle, and every submission — with little to no oversight from leadership. Accuracy, timeliness, and clean audit trails are your responsibility alone
• Manage vendor portals including account setup, invoice submission, and reconciliation with internal systems, ensuring every entry is validated before submission
• Perform detailed timesheet and expense reconciliations across projects, including true-ups and investment tracking, with a zero-tolerance approach to unresolved discrepancies
• Monitor approvals and submissions to ensure deadlines are consistently met, flagging issues before they become problems by maintaining a clear and organized audit trail across all billing activity
• Set up new projects with accurate financial structures including rates, roles, and tracking fields, verifying every data point before a project goes live
• Maintain ongoing project data integrity, ensuring updates are reflected consistently across all systems and discrepancies are resolved promptly
• Track billed vs. budgeted work, allocations, and utilization, surfacing discrepancies and trends and communicating findings clearly and proactively
• Support reporting accuracy by ensuring clean, structured, and reliable upstream data across all systems
• Serve as the operational pulse of the organization, proactively monitoring timesheet submissions, approval cycles, expense signoffs, and invoice completions to ensure nothing falls through the cracks
• Drive accountability across all levels by maintaining visibility into open items, sending targeted follow-ups, and escalating unresolved compliance issues with clear timelines
• Fulfill internal support requests including timesheet adjustments, team updates, and ad-hoc reporting needs, triaging priorities and resolving tickets accurately and efficiently
• Track and file all client paperwork including Statements of Work, Change Orders, MSA’s, and NDA’s
• Own new client system setup and new hire onboarding coordination end-to-end, ensuring all access, data entry, and process steps are completed on schedule
• Partner on internal initiatives to improve processes and operational efficiency
• Support audits, data cleanup efforts, and ad-hoc operational projects
• Document processes and contribute to building scalable, repeatable workflows
• Explore and pilot AI tools to improve operational workflows, with an initial focus on invoicing and billing processes, and help scale successful approaches across the team

Benefits

• Medical insurance plans
• Dental insurance plans
• Vision insurance plans
• Short-term disability
• Long-term disability
• Life insurance
• A connectivity stipend of $25 per month
• Employee Assistance Program
• 401(k) plan
• Flexible savings accounts
• Limited-purpose flexible savings accounts
• Healthcare savings accounts
• Dependent care savings accounts
• Commuter benefit accounts
• Statutory leave required by federal, Illinois, or other applicable law, such as FMLA, bereavement, sick leave, emergency leave, jury duty or witness leave, and VESSA leave.
• Self-managed paid time off policy (PTO)
• Paid parental leave
• Eight paid holidays
• Charitable giving matching program
• Professional development benefits
• Regular gifts of Inspire11 clothes, office items, and swag

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed