Agency Finance & Systems Operations Manager at Sweat Pants Agency

Ciudad de México, , Mexico -

Full Time

Start Date

Immediate

Expiry Date

28 Feb, 26

Salary

0.0

Posted On

30 Nov, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Agency Billing, QuickBooks, Financial Hygiene, Operational Workflows, Tool Evaluation, Invoicing, Accounts Receivable, Workflow Improvement, Documentation, Collaboration, Detail-Oriented, Communication, Problem Solving, Automation, SOP Creation, Project Billing

Industry

Advertising Services

Description

At Sweat Pants Agency, we’ve helped build and scale multiple Inc. #1 fastest-growing companies, from the #1 consumer product in 2020 to the #1 healthcare company in 2022. Our team is driven by curiosity, humility, and a relentless focus on results. We’re looking for an Agency Finance & Systems Operations Manager — someone who understands agency billing, can manage QuickBooks, and can also improve and modernize the operational systems behind our finances. This is not a standard bookkeeping role. You will own how money moves through the agency: invoicing billing systems monthly recurring profiles creative project billing ad-spend overages financial hygiene operational workflows tool evaluation (QuickBooks vs Scoro vs Bonsai vs ManyRequests, etc.) If you’re someone who loves both accuracy and operations, and you’re motivated by building cleaner, faster, more scalable internal systems — you’re exactly who we’re looking for. 1. Finance Operations Own QuickBooks categorization, matching, reconciling Reconcile PayPal, Payoneer, credit cards, and bank accounts Maintain clean tagging for client-specific revenue/expenses Prepare monthly P&L snapshots for leadership Ensure accurate financial hygiene across all accounts Coordinate with payroll (Rippling) and contractors 2. Agency Billing & Accounts Receivable Send invoices for: monthly retainers creative projects ad-spend overages Build recurring billing profiles and improve the system around them Ensure payment methods are updated + collected Follow up professionally on late invoices Maintain an AR dashboard that shows who owes what Help prevent missed billing or inconsistent billing cycles 3. Systems & Workflow Improvement This is where the role becomes high-value. You will: Evaluate our current billing setup and propose better tools/systems Compare and implement options like Scoro, Bonsai, ManyRequests, etc. Create cleaner internal workflows for billing and financial processes Build structure inside ClickUp for recurring tasks and operational consistency Create SOPs that reduce steps and eliminate errors Build automations (ClickUp → QBO → Slack → Email) Simplify our financial operations to run with less friction 4. Operational Support Maintain documentation for financial and operational processes Support the leadership team with simple, recurring operational tasks Improve collaboration between strategy, creative, and media teams Keep internal systems organized as the agency scales You’re a Great Fit If… You have 3–7+ years in agency finance, rev-ops, business ops, or similar You’ve managed QuickBooks Online in a professional environment You understand how agencies bill clients (retainers + projects + overages) You’ve improved messy workflows or implemented new systems before You’ve evaluated or implemented tools like: Scoro Bonsai ManyRequests Stripe Billing Monday/ClickUp/Asana You like owning processes, not just following them You naturally look for better ways to organize systems You communicate clearly, proactively, and professionally You’re comfortable following up with clients regarding payments You enjoy solving operational inefficiencies You’re very detail-oriented and accurate with numbers Why Sweat Pants Agency Join the team behind multiple Inc. #1 fastest-growing brands. Work with top-tier marketers and creatives from around the world. 100% remote — flexible, autonomy-driven environment. Collaborative, low-ego culture focused on learning and results.

Responsibilities

The Agency Finance & Systems Operations Manager will oversee the financial operations of the agency, including invoicing, billing systems, and financial hygiene. They will also evaluate and improve operational workflows and tools to enhance efficiency and scalability.