Internal Operations Specialist (Hybrid - Columbus, GA)

Internal Operations Specialist

Location: Columbus, GA (Hybrid – 3 days/week in office)

Compensation: Competitive base + benefits

The Internal Operations Specialist manages the day-to-day financial and operational bookkeeping activities performed on behalf of our customers, combining full-cycle accounts payable and receivable, customer account and budget management, contract and product administration, and proactive communication with customers, vendors, and internal teams. As a trusted extension of each customer’s back office, the Specialist ensures financial records are accurate, transactions are timely, and payables and receivables are reconciled and well documented. The ideal candidate is highly organized, detail-oriented, an effective communicator, and adaptable to evolving processes in a collaborative, technology-forward environment.

What you’ll do:

Accounts Payable

• Monitor the payables email inbox and physical mail, ensuring invoices are entered accurately and timely on behalf of customers, and expedite entry or alert customers in urgent situations.
• Process vendor address, phone, and email updates from vendor/customer notifications, returned mail, and review of recent invoices; update vendors’ invoice routing methods for correct, efficient handling.
• Reconcile vendor statements to the vendor’s payables records, ensuring all credits and adjustments are accurately entered.
• Research and reconcile payables issues, including payment adjustments, voids, stop payments, and re-issues, and resolve uncleared or unclaimed vendor payments with the vendor and/or customer.
• Communicate with payables vendors on invoices and payments, and negotiate disconnection of services and late fees on behalf of a customer.
• Obtain W-9s from vendors where necessary and take appropriate action to ensure accurate 1099 processing.

Accounts Receivable & Payments

• Enter and oversee customer account receivables, ensuring accurate records and timely follow-up.
• Process physical check payments accurately and timely, including managing lost and misposted payments, and scan and process remote deposits for timely financial reporting.
• Handle customer fund transfers, and monitor, approve, and issue refunds in accordance with company policies.
• Handle customer calls related to payment issues, troubleshooting, and providing solutions.

Bookkeeping, Budgets & Reconciliation

• Maintain accurate, up-to-date financial records for each customer, ensuring transactions are properly categorized and documented.
• Enter and edit customer budgets and monitor activity against them.
• Reconcile accounts and resolve discrepancies to keep customer books balanced and audit-ready.

Account, Contract & Product Administration

• Assist with the creation and management of customer contracts.
• Process user archive requests and administer product administrator permissions to ensure proper access control across partnerships.
• Maintain and update customer membership rosters and manage database tasks for membership records, ensuring all data is accurate and timely.

Customer, Vendor & Team Support

• Foster and maintain strong relationships with customers and vendors.
• Assist co-workers with client questions and problem-solving, provide feedback and solutions on bookkeeping/payables/receivables services, and identify and report training gaps when needed.
• Assist with administrative tasks, including collecting, sorting, and distributing incoming mail and preparing outgoing mail.

Ongoing Duties

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