Finance Operations

Finance Operations Administrator

Role Overview

Join the team at IVC Technologies, the largest independent provider of predictive maintenance services in the U.S., where our culture is built on technical excellence and continuous improvement. We are seeking a dedicated and rigorous Finance Operations Administrator to join our growing team.

If you thrive in a fast-paced environment, take pride in meticulous data ownership, and want to play a key role in managing the critical cash flow for over 500 industrial customers (including many S&P 500 companies), this is your opportunity. We value versatile team players who are eager to learn, committed to process excellence, and ready to contribute directly to the financial success that has defined our company for over 40 years.

Position Details

• Employment Type: Full-time, Permanent
• Location: Lebanon, OH
• Work Arrangement: In-Office (Remote work is not available for this role.)

Key Responsibilities

1. Field Service Billing & Data Verification (“Order-to-Cash” Ownership)

• Service Data Translation: Lead the verification and processing of field technician time entries into accurate monthly invoices within the internal ERP system.
• Data Integrity & Reconciliation: Interface directly with Field Technicians and Operations Leaders, to ensure completeness and accuracy of service job data, resolving discrepancies prior to billing.
• Billing & Invoicing: Manage the timely and accurate creation and distribution of monthly invoices against 500 active customer contracts and associated service jobs.
• Accounts Receivable (A/R): Proactively manage collections activities, ensuring the continuous and timely inflow of payments to maintain optimal cash flow.

2. Teamwork, Communication & Customer Interfacing

• Team Collaboration: Operate effectively as a core member of the Financial Operations team, providing support and sharing workload to meet deadlines in a fast-paced setting.
• Internal Liaison: Serve as a key communication bridge between Finance, Sales, and Operations, ensuring alignment on service contract terms, job tracking, and billing processes.
• Customer Relationship: Serve as a professional point of contact for customers to resolve billing inquiries, ensure accurate project setup (contract details), and maintain positive relationships.
• Management Reporting: Keep management and team members appropriately informed of key financial activities and potential roadblocks impacting cash flow.

3. Compliance, Systems & Development

• Process Adherence: Diligently follow all internal processes, policies, and procedures, ensuring adherence to company guidelines and financial regulations.
• Data Management: Regularly record and manage critical financial and service data within the internal ERP system, QuickBooks, and associated financial tools.
• Skill Development: Actively seek opportunities to learn about different aspects of the service business and develop cross-functional proficiency within the Financial Operations team.
• Continuous Improvement: Participate in projects aimed at streamlining field service billing processes, enhancing system utilization, and increasing overall team efficiency.

Required Skills & Qualifications

• Experience: A minimum of two (2) years of experience in Accounts Receivable, Billing, or a similar Financial Administration role, ideally within a company that provides technical services to a variety of customers.
• Education: Completion of at least a College Diploma (non-university) is required. Desirable fields of study include Business Administration, Accounting/Finance, Economics, Office Administration, Paralegal Studies, or any field emphasizing data analysis, process adherence, or meticulous record-keeping. A University Degree in any of these fields is considered a strong asset.
• System Proficiency: Hands-on experience with Quickbooks and any ERP system is highly desirable and would shorten the learning curve considerably.
• Excel Proficiency: High proficiency in MS Excel is required, for data analysis and verification.
• Core Attributes: Demonstrated high attention to detail, rigor in executing processes, and a strong sense of responsibility and ownership over financial data.
• Communication: Excellent verbal and written communication skills with the proven ability to resolve data discrepancies and interact professionally with customers and internal technical staff.
• Mindset: A strong team player with a proactive, versatile, and problem-solving orientation. A genuine desire to learn and develop professional skills is essential.

About IVC Technologies

IVC Technologies is the largest independent provider of predictive maintenance (PdM) services in the U.S. For over 40 years, we've delivered custom, best-in-class solutions to more than 500 industrial customers, including many from the S&P 500.

As a privately owned company, we're built on a culture of technical excellence, continuous improvement, and a strong commitment to employee development. Our team is supported by industry-leading experts and state-of-the-art tools, and we value the flexibility and independence that allows our professionals to get the job done.

We're looking for individuals who take pride in ownership, responsibility, and building long-term customer relationships. If that sounds like you, we'd be a great fit.