Operations Specialist

Our client is looking for an Operations Specialist to support the daily operations that keep them running smoothly — from customer reporting and finance tracking to internal process organization. The organizations design, build, and maintain reliable systems using open-source software. They're looking for an Operations Specialist to support the daily operations that keep the company running smoothly — from customer reporting and finance tracking to internal process organization.

Role Overview

This role ensures that operational workflows run efficiently and on schedule. You’ll handle document management, weekly customer and project reporting, credit usage tracking, and expense management, while helping maintain the accuracy of our operational systems.

You’ll work closely with leadership, engineering, and finance, supporting a growing team that values precision, clarity, and continuous improvement.

Key Responsibilities

• Prepare and send weekly customer and project status reports.
• Track credit usage, time reporting, and project milestones.
• Assist with receipt tracking, expense reports, and vendor invoices.
• Maintain dashboards and trackers in Monday.com, Toggl, and Excel.
• Support monthly reconciliations between project data and invoicing.
• Keep operational documentation and templates up to date.
• Coordinate cross-team updates to ensure consistent project and financial data.
• Identify small process or automation improvements to reduce manual work.
• Support accounts receivable and payable — prepare and issue invoices, process vendor payments, and assist with reconciliations.
• Track and categorize receipts, employee expenses, and reimbursements.
• Maintain monthly financial summaries and ensure project credits and hours align with invoicing.
• Liaise with the finance and leadership teams to prepare billing and reporting data.