Billing & Operations Specialist (Full-Time)

Billing & Operations Specialist (Full-Time)

About the Company

We are a fast-growing healthcare media, marketing, and AI technology company headquartered in Celebration, Florida. We partner with private healthcare business owners across the United States, the United Kingdom, and internationally, helping them grow through marketing, business education, and AI-powered software solutions.

As our company continues to scale, we are looking for a detail-oriented operational professional to help safeguard revenue, improve financial processes, manage vendor relationships, and support the day-to-day operational health of the business.

This role works closely with:

• COO

• Office Manager

• External CFO / Bookkeeping Partner

• AI Development Team

• Revenue & Operations Leadership

• Company Vendors and Service Providers

This is a highly visible role that directly contributes to the company's profitability by ensuring revenue is protected, expenses are managed effectively, and operational processes continue to improve.

Position Overview

We are seeking a full-time Revenue Integrity & Operations Specialist to oversee recurring billing accuracy, payment monitoring, contract administration, expense tracking, vendor management, and operational reporting.

This position is ideal for someone who thrives on organization, enjoys working with financial and operational data, and takes pride in identifying opportunities to improve efficiency while protecting company revenue.

Rather than focusing solely on accounting or customer service, this role combines operational support, financial administration, vendor coordination, and continuous process improvement.

Key areas of responsibility include:

• Revenue Integrity

• Billing Operations

• Expense Management

• Vendor Relations

• Operational Reporting

• Process Improvement

Key Responsibilities

Revenue & Billing Operations

• Maintain accurate recurring billing records for new and existing clients.

• Verify contract pricing, billing schedules, and payment terms are correctly entered into company systems.

• Perform regular audits of billing records to ensure accuracy.

• Review subscriptions and invoices to identify discrepancies before they become issues.

• Support ongoing improvements to billing processes and documentation.

Payment Monitoring & Recovery

• Review daily payment activity and investigate failed transactions.

• Track payment retries and recovery efforts.

• Coordinate communication regarding expired payment methods and failed ACH transactions.

• Escalate recurring payment concerns when appropriate.

• Maintain detailed records of payment recovery activity.

Contract Administration

• Manage annual contract pricing schedules and renewals.

• Implement approved pricing adjustments in billing systems.

• Verify invoices accurately reflect updated pricing.

• Maintain organized records of contract changes and renewals.

• Ensure scheduled pricing updates are completed on time.

Expense Management & Vendor Relations

• Track recurring company expenses, software subscriptions, and vendor invoices.

• Maintain organized expense records and reporting.

• Review spending to identify opportunities for cost savings.

• Proactively contact vendors to negotiate improved pricing, contract renewals, discounts, or bundled services.

• Research alternative vendors and obtain competitive quotes when appropriate.

• Present cost-saving recommendations to leadership.

• Track savings achieved through vendor negotiations and operational improvements.

Reporting & Operational Analysis

• Prepare recurring reports related to revenue, billing accuracy, and operational performance.

• Compare expected revenue against collected revenue and investigate variances.

• Assist with reconciliations alongside the company's bookkeeping partner.

• Monitor operational expenses and identify unusual spending trends.

• Provide leadership with accurate reporting to support business decisions.

Operations Support

• Partner with the COO and Office Manager on operational initiatives.

• Coordinate with external finance partners regarding billing and reconciliation questions.

• Support AI and automation initiatives that improve operational efficiency.

• Document and improve internal processes as the company continues to grow.

• Assist with special projects and cross-functional operational initiatives as needed.

What We're Looking For

The ideal candidate is someone who:

• Has exceptional attention to detail.

• Is highly organized and process-driven.

• Enjoys working with numbers, systems, and spreadsheets.

• Thinks proactively and enjoys solving problems.

• Is comfortable identifying inefficiencies and recommending improvements.

• Can confidently communicate with leadership, vendors, and external partners.

• Takes ownership of their work and follows through consistently.

• Enjoys creating structure and improving operational efficiency.

Preferred Qualifications

Experience in one or more of the following areas is preferred:

• Subscription or recurring revenue businesses

• Revenue operations or billing administration

• Vendor management or procurement

• Expense tracking and financial reporting

• CRM platforms such as Keap, Salesforce, HubSpot, or similar

• Payment processing platforms including Stripe and ACH

• Microsoft Excel or Google Sheets

• SaaS, agency, healthcare, or technology environments

Why Join Our Team?

This role offers the opportunity to make a measurable impact on the company's growth and profitability. You'll work closely with leadership, influence operational improvements, help protect revenue, and actively contribute to making the business more efficient and financially disciplined.

If you enjoy improving systems, solving operational challenges, and finding ways to make a business run better, we'd love to hear from you.