Billing & Operations Specialist

Role Overview:

InOutsource is the industry leader in providing risk management consulting and software implementation services to professional services firms. Our offerings include technical implementation services, project management, and business process redesign.

We are seeking a detail-oriented and highly organized Billing & Operations Specialist to support our project teams and ensure accurate, timely billing while also contributing to the smooth day-to-day operations of our Philadelphia office. This role combines billing execution, customer coordination, and operational support , making it ideal for someone who thrives in a fast-paced, collaborative environment and enjoys balancing financial processes with administrative responsibilities.

This is a hybrid role. The Billing & Operations Specialist is expected to work on site in the Philadelphia office a minimum of two days per week and reports to the Director of Finance & Administration.

Key Responsibilities & Duties:

Billing & Financial Responsibilities

• Manage end-to-end billing for assigned customers, ensuring accuracy and timeliness
• Process invoicing in accordance with customer contracts, billing guidelines, and firm policies
• Collaborate with project managers to align billing with project budgets and pricing models
• Apply customer-specific rates, discounts, and invoicing requirements
• Review and reconcile monthly expenses to ensure accurate billing and supporting documentation and coordinate relevant expense invoices to our customers.
• Utilize time-tracking and billing systems to support invoicing workflows
• Respond to billing inquiries and partner with internal teams to resolve discrepancies
• Identify opportunities to improve billing processes and enhance efficiency

Operations & Admin Support Responsibilities

• Support day-to-day office operations, including supply management, phone coverage, and coordination of maintenance requests
• Serve as a point of contact for landlord and office-related needs
• Assist with planning and coordination of team events, meetings, and engagement initiatives
• Support internal communications, team portals, and scheduling of recurring meetings
• Provide general administrative support to project and leadership teams as needed
• Support other duties as assigned to ensure administrative and operational success of projects and teams at InOutsource

Qualifications

Required:

• Bachelor's Degree required
• Experience in billing, invoicing, or financial operations (professional services environment preferred)
• Prior administrative or office support experience (managing office supplies, answering phone, supporting office operations)
• Familiarity with billing or time-tracking systems
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to multitask, prioritize, and work effectively in a fast-paced environment
• Strong interpersonal skills with the ability to collaborate across teams
• Ability to work 2 days onsite in our Philadelphia home office

Preferred

• Experience with Smartsheet or similar project management tools
• Exposure to various billing structures (hourly, fixed fee, milestone-based)
• Experience supporting both operational and financial workflows

InOutsource is an Equal Employment Opportunity (EEO) employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, gender identity, sexual orientation, national origin, age, disability, protected veteran status, and any other characteristic protected by applicable federal, state, or local laws. We are dedicated to fostering an inclusive environment where employees feel safe, supported, and able to bring their whole selves to work.