This is a remote position.

About CYB: The "Command Center" Culture

At CYB Human Resources, our name is our mission: Cover Your Bases. We are a boutique, fully remote team of SHRM-certified experts dedicated to protecting small businesses from the ground up. We don’t just manage paperwork; we build the "Command Center" that allows business owners to sleep soundly at night, knowing their compliance, data, and people are safe.

What It’s Like to Work Here:

• We Are Guardians: We take pride in being the shield for our clients. Whether it’s financial data, legal compliance, or sensitive HR issues, we treat every detail with "vault-like" security and precision.
  

• We Love the "Rhythm": We thrive on structure, checklists, and the "Rhythm of the Business." We believe that a well-oiled operational engine is the secret to a happy, low-stress workplace.
  

• Remote Yet Connected: While we work from home, we are far from isolated. We operate with a "One Team Mindset," constantly communicating, managing up, and supporting each other to ensure nothing slips through the cracks.
  

• More Than Just Compliance: We believe HR isn’t just about rules; it’s about empathy and relationships. We strive to create positive, inclusive environments for our clients—and we hold ourselves to that same standard.
  

If you are a proactive "list-maker" who loves bringing order to chaos and wants to join a team that values trust, integrity, and operational excellence, you’ll fit right in at CYB.

Summary/Objective  

The Billing & Operations Specialist serves as the financial and operational center for CYB Human Resources. This role safeguards the accuracy of all billing, invoicing, and financial data, ensures the cleanliness and integrity of our CRM and tech systems, and maintains the Rhythm of the Business by proactively managing communication, compliance documentation (MSAs, legal, insurance, etc.), and operational cadence.

We are a boutique Outsourced HR firm looking for a "Command Center" operator. Someone who loves checklists, protects data like a vault, and ensures our business does not miss a beat.

This is not an administrative assistant role. The Specialist is responsible for maintaining critical financial processes, managing up to leadership, enforcing internal controls, protecting sensitive data, and ensuring CYB’s operational engine runs smoothly at all times. You are the guardian of our financial health and operational data. You will handle sensitive HR and financial information, enforce our Rhythm of the Business, and ensure our CRM remains pristine. You must be someone who manages up by proactively bringing the agenda forward instead of waiting for direction.

Essential Functions  

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Key Responsibilities  

1. Financial Stewardship (Invoicing, Collections and Timesheets)  

• Precision Invoicing: 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.
  

• Timesheet Gatekeeper: 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.
  

• Collections and AR: 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.
  

• Expense Control: Manage Accounts Payable protocols. Ensure credit cards are not used if fees apply unless approved and track all expenses against the budget.
  

• Subscription Audits: Review all subscriptions monthly to confirm the removal of unused software licenses and eliminate duplicate seats.
  

2. Operational Hygiene and Technology  

• CRM and Data Integrity: Maintain the "Golden Record" by ensuring all clients are correctly listed in the CRM with accurate HR Packages and billing contacts.
  

• Platform Administration: Manage the administrative backend of the tech stack including Zoho One and Books, Microsoft 365, Zoom, and DocuSign.
  

• Compliance Administration: Run background checks and drug screens as needed and notify the HR team immediately when results are received.
  

3. Rhythm of the Business (ROB) and Communication  

• Meeting Management: 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.
  

• Inbox and Communication Triage: Manage multiple CYB inboxes and route emails promptly to the correct team member.
  

• Phone Coverage: Answer incoming business calls, block spam, and professionally screen and route callers.
  

Requirements

Required Education and Experience  

Professional Experience

• 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
  

Technical Proficiency

• 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
  

Competencies  

• 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 Education and Experience  

• 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
  

How to Apply  

To ensure you have read this entire description and pay attention to detail: