Business Operations Associate

Jobtailor; Culver City (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

Jobtailor in Culver City, CA seeks an operations-focused professional to manage billing, vendor invoices, and customer contracts using Stripe, HubSpot, and PandaDoc.

You will own end-to-end processes from payment reconciliation to pricing modeling and strategic briefs for CEO, while coordinating recruiting tasks and market research.

The role requires 1–3 years post-school, strong organization, proactive work, and willingness to start at 7am Pacific to serve East Coast customers.

Qualifications

• 1–3 years out of school
• Evidence of outworking/outthinking peers through work, building, competition, or other substantial achievement
• Highly organized; owned tasks require no repeated follow-up
• Fast, clean, professional written English
• Fluency with spreadsheets
• Current use of AI tools to work faster
• Strong judgment and ability to identify needed work proactively
• Willingness to handle billing and other foundational operational tasks
• Ability to work with changing responsibilities and an expanding role
• Availability to start at 7am Pacific to match East Coast customers

Responsibilities

• Monitor Stripe for failed payments and overdue invoices, and reconcile checks.
• Keep HubSpot, PandaDoc, Stripe, and the internal database aligned with customer contracts, usage, and payments.
• Execute upgrade and renewal paperwork, billing updates, and customer recaps after leadership approval.
• Process vendor invoices and handle customer billing requests the same day.
• Resolve or route inbound requests reaching the CEO and follow through until closure.
• Manage applicant responses, sourcing tools, interview scheduling, and recruiting pipeline tracking.
• Prepare CEO meetings, track follow-ups, and manage recurring operational tasks.
• Research new markets, size opportunities, and build strategic briefs.
• Model pricing scenarios, enterprise deals, partner revenue shares, and new products.
• Research partnership and channel ecosystems.
• Analyze, scope, and execute special projects for the CEO.
• Achieve operational milestones including current system reconciliation, zero overdue invoices without active follow-up, autonomous routing and recruiting coordination, and at least two strategic projects in year one

Skills

Spreadsheets

AI tools usage

Professional written English

Strong judgment

Highly organized

Tools

Stripe

HubSpot

PandaDoc

Sourcing Tools

Spreadsheets

Job description

• Monitor Stripe for failed payments and overdue invoices, follow up to resolution, and reconcile checks
• Keep HubSpot, PandaDoc, Stripe, and the internal database aligned with customer contracts, usage, and payments
• Execute upgrade and renewal paperwork, billing updates, and customer recaps after leadership approval
• Process vendor invoices and handle customer billing requests the same day
• Resolve or route inbound requests reaching the CEO and follow through until closure
• Manage applicant responses, sourcing tools, interview scheduling, and recruiting pipeline tracking
• Prepare CEO meetings, track follow-ups, and manage recurring operational tasks
• Research new markets, size opportunities, and build strategic briefs
• Model pricing scenarios, enterprise deals, partner revenue shares, and new products
• Research partnership and channel ecosystems
• Analyze, scope, and execute special projects for the CEO
• Achieve operational milestones including current system reconciliation, zero overdue invoices without active follow-up, autonomous routing and recruiting coordination, and at least two strategic projects in year one

Requirements

• One to three years out of school
• Concrete evidence of outworking and outthinking peers through work, building, competition, or other substantial achievement
• Highly organized; owned tasks require no repeated follow-up
• Fast, clean, professional written English
• Fluency with spreadsheets
• Current use of AI tools to work faster
• Strong judgment and ability to identify needed work proactively
• Willingness to handle billing and other foundational operational tasks
• Ability to work with changing responsibilities and an expanding role
• Availability to start at 7am Pacific to match East Coast customers
• Experience with Stripe, HubSpot, or billing is a plus, not a requirement

Core Competencies

Demonstrates strong organizational skills and the ability to manage multiple operational tasks, including billing, vendor invoices, and customer contracts. Proficient in using tools like Stripe and HubSpot to ensure accurate financial tracking and reporting.

Highest-signal resume keywords

• Stripe Payment Processing
• HubSpot CRM Management
• Operational Task Management
• Data Analysis and Reporting
• Fluency with Spreadsheets

ATS Optimization Keywords

Hard Skills

• Billing Management
• Vendor Invoice Processing
• Customer Contract Reconciliation
• Project Execution
• Market Research
• Pricing Scenario Modeling
• Strategic Brief Development
• Recruiting Pipeline Tracking
• Operational Milestone Achievement
• AI Tool Utilization

Soft Skills

• Highly Organized
• Strong Judgment
• Proactive Work Identification
• Professional Written Communication
• Adaptability to Changing Responsibilities

Industry Keywords

• Operational Excellence
• Customer Billing
• Contract Management
• Market Opportunity Analysis
• Partnership Ecosystems

Tools & Technologies

• Stripe
• HubSpot
• PandaDoc
• Spreadsheets
• Sourcing Tools