Operations/Office Manager

Iviry IT; Arlington (VA); Remote; USD 75,000 - 95,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

401(k) with Company Match

Paid Time Off and Paid Holidays

Life and Disability Insurance

Job summary

Iviry, LLC seeks an experienced Operations / Office Manager to own recurring admin and back-office processes supporting MSP/MSSP and Professional Services. You will handle billing, procurement coordination, vendor and licensing management, and essential business administration.

The successful candidate will independently manage assigned recurring processes, reconcile data across multiple systems, investigate exceptions, and improve procedures in a small, evolving technology-services business.

Qualifications

• Five+ years in business operations or billing administration.
• Experience preparing customer invoices and reconciling inputs.
• Experience coordinating procurement and vendor records and approvals.
• Proficiency with business apps and data reconciliation across systems.
• Ability to work independently and manage competing deadlines.
• Strong communication and discretion when handling sensitive information.

Responsibilities

• Own the monthly customer invoicing workflow and reconcile inputs across labor, licensing, and services.
• Coordinate time-entry completion and validate records for invoicing and reporting.
• Administer procurement workflows including vendor quotes and orders.
• Manage vendor and distributor administration, including licensing and renewals.
• Coordinate accounts payable/receivable with finance resources and track obligations.
• Maintain data in Halo PSA, QuickBooks Online, HubSpot, and HR/payroll systems.
• Lead Halo PSA implementation and coordinate cross-functional requirements and controls.
• Coordinate HR tasks including postings, onboarding, payroll inputs, and benefits.
• Provide support for quotations, proposals, and contract documentation.
• Develop SOPs, checklists, and recurring task schedules; identify weaknesses and improve processes.
• Identify missed billings and escalation paths; resolve with delegated authority.
• Prepare recurring operational reports for leadership and finance across business lines.
• Perform other related duties as assigned by the General Manager.

Skills

Billing administration

Procurement

Vendor management

Operations management

Independent work

Tools

Halo PSA

QuickBooks Online

HubSpot

Pax8

Ingram Micro

Job description

Iviry, LLC is a well-established, rapidly growing, veteran-owned IT services company providing Managed Services and Managed Security Services (MSP/MSSP) including a Security Operations Center (SOC). Our cyber-compliance focus is on National Institute of Standards and Technology and Cybersecurity Maturity Model Certification (NIST/CMMC) Gap Analysis, Remediation, Compliance, Cyber Hygiene and Sustainment primarily for Defense Industrial Base (DIB) contractors but also including commercial companies as well as local, municipal and state agencies. Iviry supports multiple customer environments in an established compliance program covering the entire United States and a healthy, growing pipeline extending into Indo-PACOM (Philippines, Australia, Japan, Guam, Hawaii).

Position Summary

Iviry is seeking an experienced, self-directed Operations / Office Manager to own the recurring administrative and back-office processes that support our Managed Services, Managed Security Services (MSP/MSSP), Compliance, and Professional Services operations. This hands-on position is accountable for accurate, timely execution of customer billing administration, procurement coordination, vendor and licensing management, and essential business administration.

The successful candidate will independently manage assigned recurring business processes, reconcile information across multiple systems, investigate exceptions, and improve procedures in a small, evolving technology-services business. Reporting to the General Manager, the role is expected to take ownership of day-to-day execution within delegated authority, coordinate with functional leaders and shared services, and elevate matters requiring management decisions or approvals.

Location

Remote; Limited travel may be required.

Salary

A salary range of $75,000 - $95,000 is available for this position. Actual compensation will be determined based on factors including experience, education, certifications, technical qualifications, security clearance, and internal equity. In addition to base salary, this position is eligible for a comprehensive benefits package.

Benefits Include:

• Medical, Dental, and Vision Insurance
• 401(k) with Company Match
• Paid Time Off and Paid Holidays
• Life and Disability Insurance

Primary Responsibilities

• Own the monthly customer invoicing workflow: collect and validate labor, licensing, recurring-service, and project billing inputs; reconcile quantities and rates; prepare invoice support; coordinate issuance; and track corrections and exceptions through resolution.
• Coordinate time-entry completion and validate supporting records required for customer invoicing, project tracking, and management reporting.
• Administer procurement workflows, including vendor quotes, purchase requests and orders, customer-billing prerequisites, order tracking, receiving documentation, and coordination with finance and technical delivery personnel.
• Manage day-to-day vendor and distributor administration, including licensing quantities, subscription renewals, price changes, vendor invoices, account records, and billing reconciliation across platforms such as Pax8 and Ingram Micro.
• Coordinate accounts payable and receivable administration with designated finance/accounting resources; track vendor obligations, customer billing exceptions, and follow-up items without assuming CFO-level financial authority.
• Maintain accurate customer, contract, pricing, vendor, licensing, and administrative data in Halo PSA, QuickBooks Online, HubSpot, HR/payroll systems, and vendor portals.
• Lead the business-process implementation, operational governance, and continuous improvement of Halo PSA, coordinating requirements across Service Delivery, Finance, Sales, and other functional areas. Establish workflows, data standards, reporting requirements, and operational controls, while directing and coordinating technical configuration and system administration performed by designated technical personnel.
• Coordinate routine HR, recruiting, and personnel administration, including job postings, applicant tracking, interview scheduling, onboarding/offboarding, timekeeping and payroll inputs, expense reports, benefits and insurance coordination, personnel records, and related administrative requirements, in coordination with the General Manager and designated HR resources.
• Provide administrative support for quotations, proposals, purchasing, and contract documentation by gathering pricing, licensing, vendor, and other supporting information.
• Develop and maintain practical SOPs, checklists, calendars, reconciliation controls, and recurring-task schedules; identify process weaknesses and implement improvements.
• Proactively identify missed billings, inconsistent records, delayed approvals, renewal risks, and incomplete handoffs; resolve matters within delegated authority and elevate material exceptions to the General Manager.
• Prepare reliable recurring operational reports and supporting data for leadership and finance; coordinate effectively across all Iviry lines of business and shared-service teams.
• Perform other related business operations and administrative duties as assigned by the General Manager, exercising sound judgment, maintaining appropriate confidentiality and internal controls, and escalating matters beyond delegated authority.

Required Qualifications

• At least five years of progressively responsible experience in business operations, billing administration, procurement, vendor management, or comparable operational roles; including direct ownership of recurring business processes.
• Demonstrated hands-on experience preparing or administering customer invoices, reconciling billing inputs, investigating discrepancies, and meeting monthly close or billing deadlines.
• Experience coordinating procurement, vendor relationships, subscriptions or renewals, and associated records and approvals.
• Working proficiency with business applications, spreadsheets, financial/administrative data, and the ability to reconcile information across systems.
• Proven ability to work independently, prioritize competing deadlines, establish repeatable processes, and follow exceptions through completion.
• Strong communication, organization, judgment, and discretion when handling customer, employee, vendor, and financial information.

Preferred Qualifications

• Experience in a managed IT services provider (MSP/MSSP), professional-services firm, or similarly recurring-revenue, project-based business.
• Hands-on experience with Halo PSA or comparable professional-services automation (PSA) platforms, and QuickBooks Online.
• Experience administering software licensing, distributor portals, and recurring subscription reconciliation (e.g., Pax8 or Ingram Micro).
• Familiarity with HubSpot, Insperity or similar CRM and HR/payroll platforms.
• Experience improving billing, procurement, or vendor processes and documenting SOPs and internal controls.
• Must be a U.S. Citizen.
• High standards for accuracy, timeliness, confidentiality, and follow-through.
• Independent process ownership, practical problem solving, and sound escalation judgment.
• Clear communication with technical and non-technical personnel, customers, and vendors.
• Comfort working in evolving processes and improving them without waiting for perfect documentation.
• Ability to manage multiple recurring obligations and adjust priorities without losing accountability.

Iviry, LLC is an Equal Opportunity Employer with a strong commitment to supporting and retaining a diverse and talented workforce.Iviry, LLC offers competitive compensation and benefits as well as great long-term career opportunities.

1901 South Bell Street, Suite 325, Arlington, VA 22202