Revenue & Billing Operations Coordinator

About The Company

We are a fast-growing healthcare media, marketing, and AI technology company headquartered in Celebration, Florida. We work with private healthcare business owners across the United States, United Kingdom, and internationally - helping them grow through marketing, business education, and AI-powered software solutions.

As our company scales rapidly, we are building a dedicated Revenue & Billing Operations function to ensure billing accuracy, revenue protection, contract compliance, and operational visibility across our subscription and recurring revenue business.

This role works closely with:

· COO· Office Manager· External CFO / bookkeeping partner· AI development team· Revenue and operations leadership

This is an important operational role focused on protecting revenue integrity as the company continues to scale.

Position Overview

We are seeking a highly organized, detail-oriented Revenue & Billing Operations Coordinator to oversee recurring billing accuracy, failed payment tracking, contract price increase execution, and revenue operations support. This role is ideal for someone who enjoys working with systems, checklists, spreadsheets, and operational processes - and who takes pride in spotting issues before they become problems.

This is not a traditional accounting role or customer support role. This position sits at the intersection of:

· Revenue Operations· Billing Accuracy· Process Management· Operational Reporting

The successful candidate will help ensure that:

· Contracts are billed correctly· Payment systems are accurate· Failed payments are identified and recovered quickly· Annual contract increases are properly executed· Revenue reporting remains organized and reliable

Key Responsibilities

Billing & Revenue Operations

· Set up and verify recurring billing information for new clients· Ensure contract pricing, billing frequency, and payment terms are entered correctly into billing systems· Audit billing records for accuracy and consistency· Verify invoices and recurring subscriptions are operating correctly

Failed Payment Monitoring & Recovery

· Monitor daily failed payment reports across payment processors· Track retry attempts and payment recovery status· Coordinate outreach regarding expired cards or failed ACH payments· Escalate high-value or recurring payment failures to leadership· Maintain accurate records of recovery efforts and outcomes

Contract Price Increase Management

· Track annual contract price increase schedules· Apply scheduled pricing increases in billing systems· Verify invoices reflect updated pricing accurately· Maintain contract uplift tracking spreadsheets and reporting· Ensure no contract increases are missed

Revenue Reporting & Tracking

· Maintain internal revenue operations spreadsheets and dashboards· Prepare weekly revenue integrity reports for leadership· Track expected revenue versus collected revenue· Flag inconsistencies, anomalies, or potential revenue leakage· Assist with reconciliation support alongside external finance partners

Operational Coordination

· Work directly with the COO and Office Manager on revenue operations priorities· Coordinate with external CFO/bookkeeping partner regarding billing and reconciliation questions· Collaborate with AI/product team regarding operational improvements and recurring patterns· Support ongoing process improvement initiatives as systems evolve

Ideal Candidate

The ideal candidate is:

· Extremely detail oriented· Organized and process driven· Comfortable working with spreadsheets and operational software systems including CRM (Ideally has worked with SalesForce, KEAP, or something similar).· Calm, methodical, and reliable· Able to follow processes while also identifying potential issues proactively· Comfortable communicating with leadership and external partners· Interested in learning modern operational systems and AI-enhanced workflows

Preferred Experience

Preferred but not required:

· Subscription billing or recurring revenue businesses· Stripe or other payment processors· CRM systems· Revenue operations or billing administration· SaaS or agency environments· Spreadsheet management and reporting

Important Notes

This role is: In-office in Celebration, FL Operational and systems focused Revenue protection focused High visibility within the company

This role is NOT: Traditional accounting Tax or bookkeeping work A pure administrative assistant role A customer support call center role

Growth Opportunity

As the company expands its AI software division and operational infrastructure, this role has the opportunity to evolve into:

· Revenue Operations Specialist· Billing Systems Manager· AI-Assisted Revenue Operations Lead

To Apply

Please submit:

· Resume· Brief note explaining why you are highly detail oriented· Example of a time you identified or prevented an operational error or problem· Your history of working with CRM systems and pulling billing information

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