Backoffice Coordinator

IgniteGTM; San Antonio (TX); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Paid time off

Job summary

IgniteGTM in San Antonio, TX, seeks an in-person back-office operator to own AP/AR, invoicing, contracts and SOWs, and the systems that keep a fast-moving events company on track.

You will leverage AI to draft invoices and SOWs, reconcile discrepancies, build trackers, and automate repetitive tasks, reporting to the co-founder.

The role requires sharp organization, proactive problem-solving, and comfort handling numbers with minimal oversight.

Qualifications

• Highly organized and detail-obsessed; nothing slips through the cracks.
• Proactive; you chase answers and flag problems early.
• Comfortable owning numbers, documents, and deadlines with minimal oversight.
• Self-starter who reaches for AI and automation to move faster.
• Based in San Antonio and able to work in person five days a week with the co-founder.

Responsibilities

• Run the full accounts payable and receivable cycle and manage invoicing.
• Create and reconcile invoices; match to POs; keep ledger clean.
• Manage contracts and SOWs; track signature status and store documents.
• Maintain an AR aging tracker and weekly aging report for the co-founder.
• Handle sponsor and client billing; confirm payer and terms.
• Pay vendors and track event costs; keep cost allocations current.
• Support monthly close; produce AR and cash-position reports.
• Document repeatable processes and SOPs for invoice-to-cash and SOW-to-signature.

Skills

Organized

Detail-oriented

Proactive

Self-starter

In-person collaboration

Tools

QuickBooks Online

Zapier

HirePilot CRM

Excel

Job description

IgniteGTM is a fast-moving go-to-market and events company. We run high-profile industry summits and sponsor programs — which means a constant flow of invoices, contracts, sponsors, vendors, and deadlines.

Here’s what we believe: AI doesn’t shrink jobs, it expands people. At IgniteGTM, one sharp operator armed with AI runs a back office that used to take a team of three — not by working three times as hard, but by refusing to do anything manually that a tool can do better. This role exists because of that leverage. If the idea of doing the work of a whole department — and actually enjoying it because the grunt work is automated — energizes you, you’ll fit right in.

The Role

You’ll work in person, side by side with the co‑founder, running the operational backbone of the business — AP/AR, invoicing, contracts and SOWs, and the systems that keep a fast‑moving events company on the rails. You own the flow of money, documents, and process so the rest of the team stays focused on revenue. This is a hands‑on individual‑contributor role reporting directly to the co‑founder, not a people‑management seat (yet).

What you will own

• AP/AR: Run the full accounts‑payable and receivable cycle. Send invoices, track what’s outstanding, chase overdue payments, reconcile against the bank, and flag disputes before they age.
• Invoicing + QuickBooks Online: Create and correct invoices, match to POs, and keep the ledger clean. (QBO experience preferred; strong fundamentals + willingness to own it also works.)
• Contracts + SOWs: Make sure every event has a signed SOW before it runs. Track signature status and store executed documents where they belong.
• Collections tracking: Keep a live AR tracker (invoice #, amount, sent date, payer, terms, status) and deliver a weekly aging report to the co‑founder.
• Sponsor + client billing: Confirm the payer, the terms (Net 45/60), and when to bill deposits vs. balances.
• Vendor + event costs: Pay vendors (venue, F&B, AV), track event costs, and keep cost allocations current per event.
• Reporting: Support monthly close, produce AR aging and cash‑position reports, and hand clean numbers to our CPA.
• Process + SOPs: Document the repeatable flows (invoice-to-cash, SOW-to-signature, event‑cost‑tracking) so nothing lives only in one head.

How AI Fits

We want someone who defaults to AI for leverage — drafting invoices and SOWs, summarizing contracts, reconciling discrepancies, building trackers, and automating the repetitive stuff. If you’ve wired up simple automations (Zapier, QuickBooks rules, AI agents) to kill manual work, that’s exactly the instinct we’re hiring for.

You’ll handle AP, vendor payments, and bank reconciliation. Payment approvals above a set threshold route through the co‑founder; you own the tracking, prep, and accuracy. We take financial controls seriously and expect you to as well.

Nice to have

• Strong spreadsheets (trackers, pivots, formulas)
• CRM upkeep (HirePilot or similar)
• Payroll/HR admin instincts as we grow

Who you are

• Highly organized and detail‑obsessed — nothing slips through the cracks on your watch.
• Proactive: you chase answers and flag problems early instead of waiting to be asked.
• Comfortable owning numbers, documents, and deadlines with minimal oversight.
• A self‑starter who reaches for AI and automation to move faster.
• Based in San Antonio and able to work in person, five days a week, alongside the co‑founder.

Compensation

$50,000–$60,000/year based on experience, plus PTO. In‑person, San Antonio.