Note: The job is a remote job and is open to candidates in USA. Iviry, LLC is seeking an experienced Operations / Office Manager to own recurring administrative and back-office processes supporting its managed services, compliance, and professional services operations. The role manages customer billing, procurement, vendor and licensing administration, business systems, and routine HR processes while improving operational procedures and coordinating with functional leaders.
Responsibilities
- Own the monthly customer invoicing workflow: collect and validate labor, licensing, recurring-service, and project billing inputs; reconcile quantities and rates; prepare invoice support; coordinate issuance; and track corrections and exceptions through resolution
- Coordinate time-entry completion and validate supporting records required for customer invoicing, project tracking, and management reporting
- Administer procurement workflows, including vendor quotes, purchase requests and orders, customer-billing prerequisites, order tracking, receiving documentation, and coordination with finance and technical delivery personnel
- Manage day-to-day vendor and distributor administration, including licensing quantities, subscription renewals, price changes, vendor invoices, account records, and billing reconciliation across platforms such as Pax8 and Ingram Micro
- Coordinate accounts payable and receivable administration with designated finance/accounting resources; track vendor obligations, customer billing exceptions, and follow-up items without assuming CFO-level financial authority
- Maintain accurate customer, contract, pricing, vendor, licensing, and administrative data in Halo PSA, QuickBooks Online, HubSpot, HR/payroll systems, and vendor portals
- Lead the business-process implementation, operational governance, and continuous improvement of Halo PSA, coordinating requirements across Service Delivery, Finance, Sales, and other functional areas. Establish workflows, data standards, reporting requirements, and operational controls, while directing and coordinating technical configuration and system administration performed by designated technical personnel
- Coordinate routine HR, recruiting, and personnel administration, including job postings, applicant tracking, interview scheduling, onboarding/offboarding, timekeeping and payroll inputs, expense reports, benefits and insurance coordination, personnel records, and related administrative requirements, in coordination with the General Manager and designated HR resources
- Provide administrative support for quotations, proposals, purchasing, and contract documentation by gathering pricing, licensing, vendor, and other supporting information
- Develop and maintain practical SOPs, checklists, calendars, reconciliation controls, and recurring-task schedules; identify process weaknesses and implement improvements
- Proactively identify missed billings, inconsistent records, delayed approvals, renewal risks, and incomplete handoffs; resolve matters within delegated authority and elevate material exceptions to the General Manager
- Prepare reliable recurring operational reports and supporting data for leadership and finance; coordinate effectively across all Iviry lines of business and shared-service teams
- Perform other related business operations and administrative duties as assigned by the General Manager, exercising sound judgment, maintaining appropriate confidentiality and internal controls, and escalating matters beyond delegated authority
Skills
- At least five years of progressively responsible experience in business operations, billing administration, procurement, vendor management, or comparable operational roles; including direct ownership of recurring business processes
- Demonstrated hands-on experience preparing or administering customer invoices, reconciling billing inputs, investigating discrepancies, and meeting monthly close or billing deadlines
- Experience coordinating procurement, vendor relationships, subscriptions or renewals, and associated records and approvals
- Working proficiency with business applications, spreadsheets, financial/administrative data, and the ability to reconcile information across systems
- Proven ability to work independently, prioritize competing deadlines, establish repeatable processes, and follow exceptions through completion
- Strong communication, organization, judgment, and discretion when handling customer, employee, vendor, and financial information
- Must be a U.S. Citizen
- High standards for accuracy, timeliness, confidentiality, and follow-through
- Independent process ownership, practical problem solving, and sound escalation judgment
- Clear communication with technical and non-technical personnel, customers, and vendors
- Comfort working in evolving processes and improving them without waiting for perfect documentation
- Ability to manage multiple recurring obligations and adjust priorities without losing accountability
- Experience in a managed IT services provider (MSP/MSSP), professional-services firm, or similarly recurring-revenue, project-based business
- Hands-on experience with Halo PSA or comparable professional-services automation (PSA) platforms, and QuickBooks Online
- Experience administering software licensing, distributor portals, and recurring subscription reconciliation (e.g., Pax8 or Ingram Micro)
- Familiarity with HubSpot, Insperity or similar CRM and HR/payroll platforms
- Experience improving billing, procurement, or vendor processes and documenting SOPs and internal controls
Benefits
- Medical, Dental, and Vision Insurance
- 401(k) with Company Match
- Paid Time Off and Paid Holidays
- Life and Disability Insurance
- Remote work (limited travel may be required)
Company Overview