Senior Contract & Billing Operations Specialist

Overview

This role supports the quote-to-cash and revenue operations workflow, with a focus on contract and billing operations, government procurement compliance, and deal execution through procurement portals.

The position is full-time and remote within the US.

Responsibilities

Manage bids & procurement portals

• Execute RFP and bid submissions via enterprise and government e-procurement portals (e.g., SAP Ariba, Proactis).
• Prepare and package compliance documentation for each submission, ensuring accuracy and completeness, including SOC 2 reports, W-9s, and sole-source justifications.

Navigate legal & compliance

• Coordinate with insurance brokers to secure Certificates of Insurance (COIs).
• Collaborate with internal stakeholders to review statutory-language edits during contract negotiations.
• Maintain compliance repositories by accurately saving executed BAAs, HIPAA documents, and government addendums into Zoho Books.

Enable sales-to-delivery handoff

• Validate deals by promptly reconciling inbound Purchase Orders (POs) against finalized agreements.
• Provide order-fulfillment authorization: once the received PO is matched to the contract in Zoho Books and all other financial requirements are met, authorize the Sales team to initiate the customer onboarding ticket.
• Reconcile usage and overages ahead of each renewal by pulling current-period usage reports, reviewing past payment standing, and calculating overages to reconcile against the new renewal term.
• Support renewal execution by providing overage breakdowns for renewal conversations, updating quote expiration dates, issuing renewal invoices, and provisioning added message credits once renewals are approved.

Invoice and follow-up

• Issue invoices accurately and on time.
• Follow up on open POs, unpaid invoices, and outstanding submissions until each item is closed.

Partner with finance

• Work directly with Finance on POs and checks, including matching payments to invoices and flagging exceptions so both teams operate through one connected process.

Required Qualifications

• 5–7 years of experience in Revenue Operations, Deal Desk, Sales Finance, or Contract Administration, ideally in a B2B SaaS or technology environment.
• Strong analytical skills, including the ability to audit platform utilization data, calculate billing overages, and reconcile accounts without a template.
• Sharp attention to detail, including catching missing signature pages before bids are submitted.
• Ability to operate as connective tissue between Sales, Finance, Legal, and Implementation.
• Deep understanding of government procurement processes, regulations, and compliance requirements.
• Experience navigating government contract management systems, portals, and reporting requirements.
• Excellent problem-solving skills for government-contract-specific challenges.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite, especially Excel (including pivot tables and VLOOKUPs).

Preferred Qualifications

• At least 1 year of experience directly handling government contracts.
• Experience with Zoho Books, Zoho CRM, or similar mid-market platforms.
• Public sector or public health contracting exposure (cooperative purchasing vehicles, state term contracts, or WIC programs) is an asset.
• Experience building or documenting a quote-to-cash process.
• Hands-on experience executing formal vendor bids through enterprise or government e-procurement platforms (SAP Ariba, Proactis, or similar).
• Working fluency with SOC 2, HIPAA, and BAAs, plus confidence to review statutory contract language.

What Success Looks Like in the First 90 Days

• Develop proficiency in attention to detail within the quote-to-invoice process and accurately process real quotes and invoices with minimal supervision.
• Decrease the previous month’s backlog of PO and invoicing by 50%.
• Produce clean overage calculations and renewal reconciliations for accounts.
• Build a solid understanding of the SaaS product’s features and billing implications.
• Regularly assess personal understanding and comfort level with core processes and concepts.
• Proactively seek additional learning resources or training opportunities to fill knowledge gaps.
• Maintain a running list of questions and topics to review with the trainer during available sessions.

Compensation & Benefits

• Not specified in the provided description.

Location

• US, Remote

Hiring Notes

• Official communication will come from a verified email address from the organization. Outreach that requests payment, banking information, or other sensitive personal or financial details during recruitment should be disregarded and reported through official channels.
• Only candidates selected for an interview will be contacted.