USA Finance Operations Analyst

Finance Operations Analyst (Billing, Working Capital, Close Support & Workforce Finance Operations)

Department Finance

Reports To Senior Finance Manager

Location US (Hybrid in Orlando, Florida), aligned to US business hours

FLSA Exempt

Working From: South Africa, Remotely

Salary: R45 000 - R60 000 (Basic only)

Working US hours with some flexibility (Most days the role requires 8 am - 5 pm EST, but the company is happy to offer an earlier start by one hour on some days to avoid burnout)

Job Summary

The Finance Operations Analyst is a key member of the U.S. Finance team responsible for finance operations processes that support cash flow, financial accuracy, operational compliance, and scalable business operations. This role performs office and non-manual work directly related to the finance and operational administration of the business and exercises independent judgment in evaluating exceptions, interpreting supporting documentation and policy requirements, determining appropriate courses of action, and making recommendations to leadership on matters affecting billing accuracy, collections performance, vendor risk, close quality, and workforce-related financial controls. This position serves as the day-to-day finance operations owner for assigned workflows across project billing, accounts receivable support, vendor invoice administration, close schedules, and workforce-related finance operations tied to PEO and EOR programs. The Analyst identifies non-routine issues, assesses business and financial impact, resolves matters within established guidelines, and escalates significant or policy-sensitive items with clear recommendations and supporting analysis. The role is also responsible for strengthening control execution, improving process consistency, standardizing documentation, and recommending operational improvements that reduce financial risk, improve cash conversion, and support an efficient month-end close.

Primary Duty

The primary duty of this role is the performance of office and non-manual work directly related to the management and general business operations of the finance function, including billing administration, working capital support, close support, workforce finance operations, internal controls, and finance process improvement. The role's primary duty includes the exercise of discretion and independent judgment with respect to matters of significance, including analysis of non-routine transactions, interpretation of policy and supporting documentation, prioritization of competing operational and financial issues, and development of recommended resolution paths for leadership.

Finance Job Description

Key Responsibilities

1) Billing Administration, Revenue Operations Support & Exception Resolution

● Serve as the primary finance operations owner for project-based billing workflows, ensuring invoices are prepared accurately and in accordance with applicable contracts, statements of work, rate cards, milestones, approvals, and supporting project documentation.

● Evaluate non-standard billing scenarios, interpret documentation where requirements are incomplete or inconsistent, and determine the appropriate resolution path based on financial exposure, customer impact, and policy alignment.

● Analyze disputed charges, billing discrepancies, and contract interpretation issues; assess available options, quantify financial implications, and present recommended actions to leadership to support timely, commercially sound decisions.

● Resolve routine and moderately complex billing exceptions within established guidelines and elevate higher-risk matters with documented rationale.

● Partner with operations and project stakeholders to improve billing readiness, strengthen documentation standards, and reduce recurring invoicing issues that delay cash conversion or create downstream reconciliation risk.

2) Accounts Receivable, Working Capital & Collections Support

● Own ongoing analysis of accounts receivable activity, unapplied cash, aging trends, dispute drivers, and collection priorities.

● Investigate variances and delayed-payment patterns, determine root causes, and recommend actions to improve cash application timeliness, reduce past-due exposure, and strengthen collections effectiveness.

● Develop and maintain weekly cash collections reporting and aging analysis for leadership, highlighting material collection risks, customer-specific issues, recurring operational breakdowns, and recommended interventions.

● Prioritize follow-up actions based on business impact, customer behavior, aging profile, and working-capital objectives.

● Coordinate with internal stakeholders to resolve disputes and unblock collections, using judgment to determine when matters can be resolved through standard follow-up, when process changes are needed, and when escalation is warranted due to financial significance, customer risk, or control concerns.

3) Vendor Invoice Administration, AP Controls & Risk Review

● Administer vendor invoice workflows with responsibility for evaluating documentation sufficiency, coding reasonableness, policy compliance, and exception handling.

● Review non-routine invoices, duplicate billing indicators, pricing discrepancies, missing support, and approval inconsistencies; determine appropriate next steps, recommend corrective actions, and route issues according to risk and significance.

● Monitor open payables trends, vendor issues, and recurring processing exceptions, and provide leadership with analysis and recommendations that improve payment accuracy, reduce avoidable rework, and strengthen vendor administration practices.

● Support vendor onboarding governance by reviewing documentation completeness, identifying control gaps or policy exceptions, and recommending remediation before vendor records are finalized or vendor activity proceeds.

4) Workforce Finance Operations (PEO + EOR)

● Own finance operations support related to workforce cost administration in partnership with ADP TotalSource and EOR vendors.

● Review payroll-related and workforce-related financial support for reasonableness, analyze reconciliation differences, identify unusual items, and recommend corrective actions based on timing, compliance, and financial reporting impact.

● Evaluate EOR invoice support, timesheet validation issues, and rate-application discrepancies; determine whether items align with contractual requirements and internal approvals, and recommend resolution strategies for non-standard or disputed items.

● Maintain workforce cost analysis and related trackers, identify recurring drivers of variance, and advise leadership on process improvements and controls that increase visibility, consistency, and cost discipline across workforce-related spending.

5) Month-End Close Support, Financial Analysis & Reconciliation Oversight

● Own assigned close schedules and subledger support processes, including analysis of reconciliations, identification of reconciling items, assessment of unusual balances or trends, and recommendation of follow-up actions needed to support close accuracy.

● Use judgment to evaluate unusual items, determine whether issues arise from timing, coding, documentation, operational breakdowns, or control gaps, and recommend corrective action, reclassification, process changes, or escalation as appropriate.

● Provide leadership with clear summaries of close-related risks, recurring reconciliation issues, and operational drivers affecting reporting quality, cash flow, and audit readiness.

6) Controls, Governance & Process Improvement

● Maintain and continuously improve control documentation, approval evidence standards, workflow checklists, finance trackers, and supporting files required for audit-ready finance operations.

● Evaluate whether current processes and documentation are sufficient to support internal control expectations and recommend enhancements where deficiencies increase financial, operational, or compliance risk.

● Identify recurring process failures, exception themes, handoff issues, and documentation weaknesses across billing, receivables, accounts payable, and workforce finance operations.

● Design and recommend scalable process improvements, standard work, escalation criteria, templates, and control measures that improve consistency and reduce risk.

● Act as a finance operations resource to internal stakeholders by interpreting process requirements, clarifying documentation standards, and advising on appropriate finance workflow paths for non-routine scenarios.

Decision-Making & Scope of Judgment

This role is expected to exercise independent judgment in evaluating non-routine finance operations matters, analyzing financial and operational implications, determining priorities, and recommending resolution paths to leadership. The Analyst operates within established controls and delegated authority, but is expected to independently assess documentation sufficiency, interpret workflow and policy requirements, determine when items can be resolved through standard procedures, and identify matters requiring escalation due to financial exposure, customer or vendor impact, compliance sensitivity, or potential close impact. Where appropriate, the role may resolve issues within documented decision rights, thresholds, and approved workflow parameters established by Finance leadership. Matters outside delegated authority, including significant contractual disputes, unusual disbursement risks, policy exceptions, or material reporting concerns, are elevated with a written recommendation and business rationale.

Internal Control Expectations

Operate within defined segregation-of-duties and approval frameworks while independently assessing the adequacy of supporting evidence, the appropriateness of workflow treatment, and the need for escalation or control remediation. The role is accountable for maintaining complete and decision-useful documentation, identifying control gaps, and recommending measures that strengthen review quality, audit readiness, and process integrity.

Key Interfaces

Category - Details

Senior Finance Manager - Exception management, close priorities, process improvements, and issue resolution affecting working capital, reporting quality, and finance controls.

People Compliance Specialist - Coordination on workforce-related finance inputs, exceptions, and reconciliation support.

ADP TotalSource service teams - Reporting and reconciliation support, as needed.

EOR vendors and project/operations stakeholders - Documentation, validation, dispute resolution, and workflow coordination.

Qualifications (Required)

Category - Details

Education - Bachelor's degree in Accounting, Finance, Business Administration, or a related field, or equivalent combination of experience and demonstrated finance operations expertise.

Experience - 3-6 years of progressive experience in finance operations, accounting operations, project billing, working-capital support, close support, or similar roles involving non-routine issue analysis and business process judgment. Ideally within a Recruitment/ Fast paced Tech/ Sales business

Analytical capability - Demonstrated experience analyzing finance operations exceptions, interpreting supporting documentation and policies, and recommending actions to leadership regarding resolution, escalation, controls, or process improvement.

Technical skills - Strong Excel and ERP skills, including reconciliation analysis, exception tracking, reporting, and documentation discipline in deadline-driven environments.

Professional effectiveness - Demonstrated ability to manage multiple competing priorities, make sound judgments in ambiguous situations, and communicate recommendations clearly to stakeholders and leaders.

Preferred Qualifications

Category - Details

NetSuite - Experience including transaction review, reporting, saved searches, and close support.

Billing and working capital - Experience with project-based invoicing, contract support interpretation, working-capital analysis, or collections support.

Workforce finance - Experience in payroll finance support, PEO environments, or EOR-related invoicing and reconciliations.

Environment - Experience in a lean, high-growth, or process-building environment where judgment, prioritization, and process design are critical.

Core Competencies

Category - Details

Judgment - Exercises independent judgment in assessing exceptions, documentation sufficiency, financial risk, and priority of action.

Communication - Synthesizes facts, evaluates alternatives, and presents clear recommendations to leadership on matters affecting operations and financial outcomes.

Business acumen - Understands how day-to-day finance operations affect cash flow, reporting quality, compliance, and internal controls.

Discipline - Maintains a high standard of documentation, process discipline, and continuous improvement.

Ownership - Acts with ownership, sound judgment, and follow-through in managing non-routine operational issues.

Systems & Tools

Category - Details

ERP - NetSuite (ERP / close support)

Banking - Bank portal

Workforce systems - ADP TotalSource reporting/portal and EOR vendor portal

Productivity - Excel, Teams, and Outlook