We are seeking a highly detail-oriented Operations Specialist to support billing, project configuration, and revenue operations workflows. This role is critical to ensuring financial accuracy, operational efficiency, and alignment across project delivery and billing systems.This is a full-time, remote position operating on a fixed 9:00 AM – 5:00 PM EST scheduleKey Responsibilities:Billing & Financial OperationsCreate, audit, and send invoices in QuickBooksEnsure accuracy and timeliness across all billing processesPerform monthly invoice reconciliation between QuickBooks and HubSpotIdentify and resolve discrepancies to maintain financial alignmentProject Configuration & OversightConfigure and maintain projects in Kantata, ensuring accurate financial data and project setupReview completed projects to ensure budget adherence and complianceSupport month-end close processes, including project finalization and archivingResource Allocation & OperationsAssess project requirements and support team/resource allocation for optimal executionMaintain alignment between project delivery and billing structuresWorkflow Optimization & ReportingIdentify opportunities to improve workflows across billing, reporting, and project managementSupport the development of data-driven insights and reporting to improve operational decision-makingCross-Functional CollaborationPartner closely with Finance, Operations, Project Management, and Delivery teamsEnsure clear communication and alignment across departments to support smooth executionTools & SystemsQuickBooks (invoicing & reconciliation)Kantata (PSA / project financial tracking)HubSpot (CRM and deal-to-billing alignment)Slack, Google WorkspaceRequirementsIdeal Candidate ProfileThis role is best suited for someone who thrives in high-volume, system-driven environments where finance and operations intersect.Required ExperienceStrong hands-on experience with QuickBooks (invoicing + reconciliation)Experience supporting billing, revenue operations, or financial workflowsProven ability to manage high-volume, deadline-driven workHigh level of attention to detail with financial dataPreferred ExperienceExperience with Kantata or similar PSA toolsFamiliarity with HubSpot CRMBackground in service-based or project-based businessesExposure to month-end close processesExperience in remote, cross-functional environmentsCore CompetenciesAttention to Detail: Critical to prevent billing and reconciliation errorsProactive Communication: Coordinates effectively across teamsOwnership Mentality: Takes responsibility for outcomes and problem resolutionAdaptability & Problem Solving: Navigates complex systems and evolving workflowsNice-to-HavesExperience with process optimization and automationAbility to build advanced reporting and insightsDeep system expertise across QuickBooks, HubSpot, and KantataWhat Will Not Work in This RoleLack of attention to detail leading to financial errorsPoor communication across teamsResistance to learning or using new systems and toolsInflexibility in problem-solving approachesInability to meet deadlines, especially during month-end close cyclesTeam & CultureReports to: Senior Manager of OperationsCollaborates with: Operations, Finance, and Project Management teamsEnvironment: Remote-first, fast-paced, collaborative, and accountability-drivenSuccess Metrics (KPIs)Accuracy and speed of project creation in KantataBilling accuracy and invoice qualityMonth-end close accuracy and timelinessReduction in cross-system discrepanciesAdditional DetailsInternal-facing role (no direct customer interaction)Replacement hire with immediate needGrowth potential tied to process automation and operational maturityBenefitsHireframe provides nearshore and offshore staffing solutions, operating as a remote-first organization with team members located in the United States, Mexico, and the Philippines. Our robust benefits package includes: Permanent remote work flexibility Paid Time Off Health Maintenance Organization (HMO) coverage Annual performance bonuses Dedicated coaches offer an extra channel of support and skill-building Opportunities for professional growth At Hireframe, we cultivate a supportive environment that fosters professional development and success, ensuring our team members thrive in their careers.Learn MoreStay updated on open roles and industry insights.Follow us on: Instagram Facebook LinkedIn YouTube Visit our website: www.hireframe.com Tune in to our What Worked podcastCheck out What Worked podcast, hosted by our founders, Mike and Tyler, featuring conversations with business executives and founders—including some of our clients.
We are seeking a highly detail-oriented Operations Specialist to support billing, project configuration, and revenue operations workflows. This role is critical to ensuring financial accuracy, operational efficiency, and alignment across project delivery and billing systems.
This is a full-time, remote position operating on a fixed 9:00 AM – 5:00 PM EST schedule
Key Responsibilities:
Billing & Financial Operations
- Create, audit, and send invoices in QuickBooks
- Ensure accuracy and timeliness across all billing processes
- Perform monthly invoice reconciliation between QuickBooks and HubSpot
- Identify and resolve discrepancies to maintain financial alignment
Project Configuration & Oversight
- Configure and maintain projects in Kantata, ensuring accurate financial data and project setup
- Review completed projects to ensure budget adherence and compliance
- Support month-end close processes, including project finalization and archiving
Resource Allocation & Operations
- Assess project requirements and support team/resource allocation for optimal execution
- Maintain alignment between project delivery and billing structures
Workflow Optimization & Reporting
- Identify opportunities to improve workflows across billing, reporting, and project management
- Support the development of data-driven insights and reporting to improve operational decision-making
Cross-Functional Collaboration
- Partner closely with Finance, Operations, Project Management, and Delivery teams
- Ensure clear communication and alignment across departments to support smooth execution
Tools & Systems
- QuickBooks (invoicing & reconciliation)
- Kantata (PSA / project financial tracking)
- HubSpot (CRM and deal-to-billing alignment)
- Slack, Google Workspace
Requirements
Ideal Candidate Profile
This role is best suited for someone who thrives in high-volume, system-driven environments where finance and operations intersect.
Required Experience
- Strong hands-on experience with QuickBooks (invoicing + reconciliation)
- Experience supporting billing, revenue operations, or financial workflows
- Proven ability to manage high-volume, deadline-driven work
- High level of attention to detail with financial data
Preferred Experience
- Experience with Kantata or similar PSA tools
- Familiarity with HubSpot CRM
- Background in service-based or project-based businesses
- Exposure to month-end close processes
- Experience in remote, cross-functional environments
Core Competencies
- Attention to Detail: Critical to prevent billing and reconciliation errors
- Proactive Communication: Coordinates effectively across teams
- Ownership Mentality: Takes responsibility for outcomes and problem resolution
- Adaptability & Problem Solving: Navigates complex systems and evolving workflows
Nice-to-Haves
- Experience with process optimization and automation
- Ability to build advanced reporting and insights
- Deep system expertise across QuickBooks, HubSpot, and Kantata
What Will Not Work in This Role
- Lack of attention to detail leading to financial errors
- Poor communication across teams
- Resistance to learning or using new systems and tools
- Inflexibility in problem-solving approaches
- Inability to meet deadlines, especially during month-end close cycles
Team & Culture
- Reports to: Senior Manager of Operations
- Collaborates with: Operations, Finance, and Project Management teams
- Environment: Remote-first, fast-paced, collaborative, and accountability-driven
Success Metrics (KPIs)
- Accuracy and speed of project creation in Kantata
- Billing accuracy and invoice quality
- Month-end close accuracy and timeliness
- Reduction in cross-system discrepancies
Additional Details
- Internal-facing role (no direct customer interaction)
- Replacement hire with immediate need
- Growth potential tied to process automation and operational maturity
Benefits
Hireframe provides nearshore and offshore staffing solutions, operating as a remote-first organization with team members located in the United States, Mexico, and the Philippines. Our robust benefits package includes:
- Permanent remote work flexibility
- Paid Time Off
- Health Maintenance Organization (HMO) coverage
- Annual performance bonuses
- Dedicated coaches offer an extra channel of support and skill-building
- Opportunities for professional growth
At Hireframe, we cultivate a supportive environment that fosters professional development and success, ensuring our team members thrive in their careers.
Learn More
Stay updated on open roles and industry insights.
Follow us on:
Tune in to our What Worked podcast
Check out What Worked podcast, hosted by our founders, Mike and Tyler, featuring conversations with business executives and founders—including some of our clients.
