CYB Human Resources ยท 1 month ago
Billing & Operations Specialist
United States
Full-time
Remote
Mid Level
3+ years expCYB Human Resources is a boutique Outsourced HR firm looking for a Billing & Operations Specialist. This role is responsible for maintaining financial processes, managing operational hygiene, and ensuring the integrity of data and communication within the firm.
Responsibilities
Reconcile monthly team hours against Client Master Service Agreements (MSAs). Verify caps, retainers, and billable rates to ensure 100 percent accuracy before invoices are drafted
Review employee time punches weekly to confirm accuracy and distinguish billable versus non-billable hours. Set up new employees on correct time tracking systems and train all employees as needed to ensure accurate tracking at all times
Manage the full Accounts Receivable cycle. Ensure no invoice ages beyond 90 days, initiate collections processes at 60 days, and handle client billing inquiries professionally
Manage Accounts Payable protocols. Ensure credit cards are not used if fees apply unless approved and track all expenses against the budget
Review all subscriptions monthly to confirm the removal of unused software licenses and eliminate duplicate seats
Maintain the "Golden Record" by ensuring all clients are correctly listed in the CRM with accurate HR Packages and billing contacts
Manage the administrative backend of the tech stack including Zoho One and Books, Microsoft 365, Zoom, and DocuSign
Run background checks and drug screens as needed and notify the HR team immediately when results are received
Own the cadence of communication. Collect outstanding tasks and send daily or weekly recaps to the CEO. Create agendas for weekly reviews to ensure nothing slips through the cracks
Manage multiple CYB inboxes and route emails promptly to the correct team member
Answer incoming business calls, block spam, and professionally screen and route callers
Qualification
Required
3 or more years of experience in Operations, Billing, Bookkeeping, or AR and AP functions
Proven collections experience and ownership of the AR cycle
Strong proficiency in QuickBooks
Experience working fully remotely with minimal oversight
Experience with CRM systems, Zoho CRM preferred
Strong confidentiality practices and data protection awareness
High attention to detail, accuracy, and follow through
Strong proficiency in QuickBooks (required)
Experience managing a Microsoft 365 tenant, including adding and removing users and managing security settings
Mastery of Microsoft Office
Familiarity with Gusto or similar HRIS, Zoom, and DocuSign
Experience entering and maintaining clean CRM data
Strong financial logic, including the ability to distinguish billable versus non-billable work and understand retainer versus hourly billing models
Gatekeeping confidence, including the ability to decline or redirect unapproved expenses
High level of organization and detail orientation
Proactive communication and consistent follow through
Ability to adapt in fast paced and changing environments
Preferred
Experience working with small businesses or consulting firms
Microsoft 365 administration experience
Familiarity with Gusto, Zoom, DocuSign, or related HR platforms
Experience with Zoho Books and Subscriptions
Comfort using AI tools, including ChatGPT and Gamma, and working within system based workflows
Company
CYB Human Resources
What We Do At CYB Human Resources, we specialize in partnering with small to medium-sized businesses to build strong HR foundations that drive growth and long-term success.
2-10 employees
Funding
Current Stage
Early StageLeadership Team
Katie Spadoro, PHR
Founder & CEO, Small Business HR Expert
Company data provided by crunchbase