CYB Human Resources · 13 hours ago
Billing & Operations Specialist
United States
Full-time
Remote
Mid Level
$50K/yr - $65K/yr
3+ years expCYB Human Resources is a boutique Outsourced HR firm seeking a Billing & Operations Specialist. This role is responsible for maintaining the accuracy of billing and financial data, managing operational processes, and ensuring effective communication and compliance within the organization.
Responsibilities
Reconcile monthly team hours against Client Master Service Agreements (MSAs). Verify caps, retainers, and billable rates to ensure 100% accuracy before invoices are drafted
Handle the full invoicing cycle (Bi-Weekly and Monthly) using Zoho Books (and eventually Anchor). This includes computing outstanding balances, invoicing overages, and creating monthly invoice summaries
Review employee time punches weekly to confirm accuracy and distinguish billable versus non-billable hours. Set up new employees on time tracking systems and train team members to ensure data integrity
Manage the full Accounts Receivable cycle. Review unpaid invoices weekly, confirm payment methods, and ensure no invoice ages beyond 90 days. Initiate professional collections processes at 60 days
Save vendor invoices to WorkDrive and log payables requiring approval to the Admin Agenda. Strictly enforce credit card protocols—ensure cards are not used if fees apply (unless approved) and track all expenses against the budget
Perform monthly cleaning of Zoho Books to remove duplicates and update billing info. Review partner bonuses quarterly and process payouts
Review all software subscriptions monthly. Update payment methods, handle renewals, and ruthlessly eliminate unused licenses or duplicate seats
Maintain the "Golden Record" by ensuring all clients are correctly listed in the CRM with accurate HR Packages and billing contacts. Perform "As Required" updates to verify client details remain current
Manage the administrative backend of the tech stack including Zoho One, Microsoft 365 (adding/removing users), Zoom, and DocuSign. Troubleshoot technical issues as they arise
Act as the primary point of contact for new and existing vendors, ensuring seamless communication and resolving queries
Monthly cleaning and organization of WorkDrive folders (Projects, Admin, SOPs) to ensure data remains accessible and logical
Proactively manage the lifecycle of all business contracts. You are responsible for tracking renewal dates for Client MSAs, Vendor Contracts, and Software Licenses. You must alert leadership 60-90 days before expiration to allow for renegotiation or cancellation
Own the communication cadence. Collect outstanding tasks and create agendas for weekly reviews to ensure nothing slips through the cracks
Use Zoho Sheet to review priorities and deadlines for the week, ensuring the administrative engine keeps pace with the team
Send a weekly outline/reminder to the HR team detailing how many hours have been used in the current period to prevent overages
Manage shared inboxes (hello@, accounting@). Review, respond, or route emails promptly and block spam/phishing
Monitor and respond to internal Cliq messages and task requests to keep the team moving
Manage the RingCentral system. Answer and route calls, block spam, review voicemail transcriptions, and return missed calls
Run background checks and drug screens as needed and notify the HR team immediately when results are received
Update onboarding processes, checklists, and SOPs to ensure consistent transitions for clients and employees
Assist with scheduling and ad-hoc administrative functions as required to support the Executive Team
Drive the evaluation and implementation of new time-tracking software. Help move the firm toward a seamless integration with QuickBooks and Anchor (our new billing system), ensuring successful data syncing between time tracking, invoicing, and billing
Qualification
Required
3+ years of experience in Operations, Billing, Bookkeeping, or AR/AP functions
Strong proficiency required in QuickBooks (Future State)
Experience managing a tenant (users/security) and mastery of the Office Suite in Microsoft 365
Proven experience managing the AR cycle and professionally handling collections
Proven success working fully remotely with minimal oversight
Unwavering commitment to data protection and privacy
Preferred
Experience with Zoho Books, Subscriptions, and CRM is highly preferred (Current State)
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