Billing & Operations Specialist

Billing, Technology & Operations Manager Job Type: Full-Time About Avicenna Avicenna Accounting Automation Inc. is a growing firm providing tax, accounting, bookkeeping, payroll, and CFO services. We are seeking an experienced Billing, Technology & Operations Manager to oversee client billing, Accounts Receivable, CRM administration, business systems, workflow automation, technology implementation, and operational processes. This is a hands‑on management position for someone who is comfortable working directly with clients, employees, management, financial systems, and emerging technologies. Responsibilities Billing and Accounts Receivable Manage client billing, invoicing, recurring charges, and account statements. Monitor Accounts Receivable and outstanding client balances. Contact clients regarding overdue invoices and payment arrangements. Establish and monitor approved client payment plans. Set up clients for ACH AutoPay and recurring monthly payments. Coordinate with collection agencies and Accounts Receivable partners regarding delinquent accounts. Generate billing, collection, payment, and Accounts Receivable reports. Maintain accurate records of client communications and collection activities. Client and CRM Management Set up new clients with engagement letters, billing arrangements, payment plans, and ACH AutoPay. Maintain accurate client information within the firm’s CRM and practice‑management systems. Manage client onboarding and administrative workflows. Monitor workflow statuses, deadlines, incomplete tasks, and client follow‑ups. Ensure that client records, billing information, notes, and documents remain accurate and current. Workflow and Process Management Build, manage, and improve workflows for the tax, bookkeeping, payroll, billing, and accounting departments. Review existing processes and identify opportunities to improve efficiency, accuracy, and accountability. Develop operational checklists, procedures, templates, and internal documentation. Monitor workflows to ensure employees complete assigned tasks accurately and on time. Work closely with management to implement process improvements and resolve workflow problems. Automate repetitive administrative and operational processes where appropriate. AI and Business Technology Research, evaluate, and introduce approved AI technologies that can improve firm operations. Implement and manage Microsoft Copilot and other approved AI‑powered tools. Identify practical uses of AI for document management, client communication, billing, reporting, workflow automation, and administrative tasks. Develop responsible procedures for using AI while protecting confidential client and Company information. Ensure employees use AI tools in accordance with Company cybersecurity, privacy, and data‑protection policies. Stay informed about new business technologies and recommend appropriate solutions to management. Power BI and Reporting Build and maintain Power BI dashboards and operational reports. Create reports that track billing, Accounts Receivable, collections, workflow progress, employee productivity, and client‑service activity. Work with management to identify key performance indicators and reporting needs. Verify the accuracy and reliability of data used in dashboards and management reports. Systems and Software Management Manage the firm’s back‑end business systems, software platforms, user accounts, permissions, and system access. Assist with implementing, configuring, testing, and maintaining SaaS and cloud‑based software. Help maintain and optimize Sage Intacct. Support the firm’s CRM, Canopy, SharePoint, Microsoft 365, and other operational platforms. Coordinate system integrations and troubleshoot software, access, and workflow issues. Work with software vendors, consultants, employees, and management during technology implementations. Test new systems and processes before firm‑wide deployment. Maintain system documentation, implementation records, and access‑control information. Employee Training and Support Train employees on new software, AI tools, workflows, systems, and operational procedures. Create written instructions, training materials, and step‑by‑step process guides. Provide ongoing support to employees following new technology implementations. Monitor the adoption of new systems and address training or workflow gaps. Communicate system changes and procedural updates clearly to employees and management. Document and Office Operations Oversee the scanning, organization, uploading, and proper naming of client documents. Maintain organized electronic client files in SharePoint and other approved systems. Ensure documents are stored in the correct client folders according to Company standards. Coordinate operational projects across the tax, bookkeeping, payroll, billing, and accounting departments. Perform additional billing, technology, systems, and operational duties assigned by management. Qualifications Three or more years of experience in billing, operations, office management, practice administration, business systems, or a related role. Experience managing client billing, collections, and Accounts Receivable. Experience setting up ACH AutoPay, recurring payments, and payment plans. Experience working with CRM systems, SaaS platforms, and cloud‑based software. Experience managing business workflows and improving operational processes. Strong technical aptitude and the ability to learn new systems quickly. Excellent communication, organization, customer‑service, and problem‑solving skills. Strong attention to detail and the ability to manage multiple priorities. Ability to train employees and explain technology in clear, practical language. Strong Microsoft Office and Microsoft 365 skills, including Excel, Outlook, Word, Teams, and SharePoint. Ability to work on‑site in the Vienna, Virginia office. Preferred Qualifications Experience with Microsoft Copilot or other business‑focused AI tools. Experience building dashboards or reports in Power BI. Experience implementing or administering business software. Experience with Sage Intacct. Experience with Canopy or another accounting practice‑management system. Experience working in a CPA, accounting, tax, or professional‑services firm. Knowledge of accounting, bookkeeping, billing, and client‑service workflows. Experience developing procedures, training materials, and workflow documentation. What We’re Looking For We are looking for someone who is proactive, detail‑oriented, technology‑focused, and comfortable taking ownership of billing and operational systems. The ideal candidate enjoys improving processes, introducing new technology, training employees, communicating with clients, and working directly with management to improve the firm’s efficiency. This position requires someone who can evaluate a problem, recommend a practical solution, implement the solution, train the team, and monitor the results. If you have experience with billing operations, Accounts Receivable, CRM systems, workflow management, SaaS software, AI tools, Power BI, and business technology implementation, we would like to hear from you. #J-18808-Ljbffr