Operations Assistant

About the Role

At Xponent21, we’re looking for a detail-oriented, proactive Operations Assistant to help ensure the business runs efficiently and profitably. In this role, you’ll take ownership of key administrative and financial coordination functions that support our team, clients, and overall company health.

You’ll work closely with leadership—primarily the Chief Work Officer and CEO—to manage the systems and workflows that drive operational excellence, accountability, and continuous improvement within a high-performing digital agency.

Estimated Time Commitment: ~20 hrs/week

(This is a part-time, flexible role with the potential to evolve as Xponent21 grows.)

Key Responsibilities

• Financial & Billing Administration
• • Monitor and support the implementation of company billing policies across departments.
    • Develop and refine systems to accurately track which tasks are billable, comped, covered by a project, or included in a retainer.
    • Identify and address gaps that impact financial accuracy and profitability.
    • Conduct monthly ad hoc time invoicing, including reviewing helpdesk tickets, tasks, and time entries to confirm billable hours.
    • Prepare and send invoices for projects, retainers, and ad hoc work through QuickBooks.
    • Oversee automated payment setup and maintenance for recurring subscriptions.
• Payroll Support
• • Capture and prepare payroll inputs (e.g., hours for hourly employees, ad hoc reimbursements, and bonuses) for review and approval.
    • Support leadership in ensuring all pay-related data is complete and accurate each pay period.
    • Handle occasional compliance-related filings (e.g., business license renewals, state or payroll-related documentation).
• Operational Coordination
• • Ensure administrative workflows (billing, time tracking, expense documentation, etc.) function smoothly and autonomously.
    • Assist with vendor setup, contract management, and subscription renewals.
    • Help maintain accuracy and consistency in company systems, including QuickBooks, Toggl, and Google Drive.
    • Support the review and implementation of company policies and processes (e.g., data retention, payment policies), ensuring alignment between documentation and operational systems.
    • Provide administrative support for audits, reporting, and ongoing operational needs.
• Cross-Team Support
• • Serve as a liaison between the Client Services and Operations teams to support clear communication around project scope and billing alignment.
    • Support leadership with occasional administrative tasks, process documentation, and tracking of key internal initiatives.
    • Maintain confidentiality of sensitive financial and employee information.

Skills Required

• 2+ years of experience in administrative, financial, or operations support—agency or professional services experience preferred.
• Strong proficiency with QuickBooks, Google Workspace, and time tracking systems (experience with Toggl a plus).
• Understanding of project-based billing and retainer models in a service business.
• Excellent organizational, analytical, and communication skills.
• Ability to work independently, anticipate needs, and identify process improvements.
• High attention to detail and accuracy.

Desired Skills

• Experience in a marketing, creative, or digital agency environment.
• Familiarity with WooCommerce or other subscription-based billing tools.
• Experience creating or improving billing and time-tracking systems.