Operations & Billing Specialists

The Factory NYC is a leading custom fabrication company specializing in innovative solutions for a variety of industries, including events, retail, art, architecture, and other related industries. We pride ourselves on our dedication to quality, craftsmanship, and customer satisfaction. As we continue to grow, we’re looking for a consistent, organized, hard-working, self-motivated, and highly organized Operations & Billing Specialist to manage daily administrative operations, coordinate billing and accounting, and support project documentation.

Position Overview:

The Operations & Billing Specialist position requires a combination of operational support, financial accuracy, and organizational excellence to ensure the company's efficient functioning. The ideal candidate will be detail-oriented, able to thrive in a dynamic environment, and demonstrate initiative to ensure both internal processes and client-facing deliverables are executed with professionalism.

Position Responsibilities include:

Admin Operations:

• Provide direct support to Executives and departmental leadership on daily tasks and initiatives.


• Maintain company-wide calendars, including staff milestones, benefits, and meetings.


• Prepare internal reports, meeting documentation, and client-facing communications.


• Organize and manage digital files and records within Google Drive.


• Review employee schedules and timekeeping data daily to support accurate payroll records.


• Coordinate and process project-related insurance certificates as required.


• Perform other duties as assigned to support business operations.

Billing & Accounting Coordination:

• Support the Administrative Director in generating and sending invoices to clients based on project milestones and final deliveries.


• Track accounts receivable and accounts payable, follow up on outstanding payments, and liaise with the finance team.


• Initiate any Project closeout reports based on established policies and procedures.


• Maintain detailed records of billing activities, P&L reporting, and client correspondence.


• Review contracts, estimates, and purchase orders to ensure accurate billing.


• Maintain client billing schedules and coordinate project-specific invoicing requirements.


• Process billing adjustments, credits, and reconciliations as needed.


• Support collection efforts for outstanding invoices


• Process vendor payments via credit cards and ACH.


• Follow payroll processing workflows and execute them as needed.


• Manage employee reimbursements, petty cash, and company purchases reconciliation.


• Maintain well-organized financial records related to company and project expenses.

Position Requirements:

• Strong organizational skills and a keen attention to detail.


• Experience with invoicing systems and basic accounting processes.


• Proficiency with Google Workspace (Docs, Sheets, Drive, Calendar) and familiarity with QuickBooks or similar invoicing software.


• Proficiency in ADP payroll processing is a plus.


• Strong written and verbal communication skills.


• Ability to multitask and manage competing priorities in a fast-moving environment.


• Comfortable in a hands-on, fabrication/warehouse-adjacent workspace.


• Interest in design, fabrication, or production industries is a plus.


• Experience or interest in Social Media Management is a plus.

What We Offer:

Position Type: Full-Time

Starting Compensation $75,000-$90,000 per year, commensurate with experience

Percentage stipend for Health, Dental, and Vision Insurance Plans

Paid Time Off

Savings Incentive Match Plan for Employees

How to Apply:

This full-time position is available immediately and benefits are eligible after a short trial period including healthcare and paid time off. If you think you would be a good fit at The Factory NYC and have the required experience, please send your resume, work samples, and a cover letter explaining your interest in the positions in response to this posting.

The Factory NYC is an equal opportunity employer. We are committed to fostering diversity and creating an inclusive environment for all employees.