Business Operations Lead

Our On-Demand Talent Solutions team is seeking an experienced Business Operations Lead on behalf of our client, an education technology company providing training for psychedelic-assisted therapy. Our client delivers evidence-informed training programs and technology platforms supporting regulated clinical research and practice environments, including Phase 2 and 3 clinical trials.

Summary: The Business Operations Lead will oversee the finance, accounts payable, and business administration activities that keep operations running accurately and compliantly. This role ensures invoices are paid on time, financial records are accurate, contracts and provider records remain current, and filing deadlines are met. The ideal candidate is highly organized, detail-oriented, and comfortable with numbers.

Responsibilities:

• Prepare client invoices, track receivables, follow up on overdue payments, verify vendor invoices, route approvals, schedule payments, and maintain accurate payment records and calendars.


• Process expense reports, reconcile company card transactions in Ramp, collect W-9s, and serve as the primary contact for the outside bookkeeping and accounting firm. Support month-end close and update budgets, income, and expenses.


• Maintain the state compliance calendar, administer contracts and agreements, track renewal dates, prepare employee and contractor onboarding/offboarding paperwork, and coordinate company meetings and offsites.


• Serve as the administrative point of contact for vendors and service providers, maintain provider records, support onboarding and offboarding, confirm deliverables align with agreed scope, and escalate concerns as needed.


• Identify and reduce manual workarounds, recommend process improvements and automation where practical, and resolve or route administrative escalations to the appropriate owner.


• Maintain Organizational Guide Documents (OGDs) for finance, accounts payable, and business administration workflows, ensuring records, agreements, and processes remain accurate and current.

Qualifications:

• 3+ years of experience in business operations, accounts payable, bookkeeping, or business administration, ideally in a services, education, or healthcare-adjacent environment.


• Hands-on accounts payable experience, including invoice processing, payment scheduling, expense reconciliation, and serving as the primary contact for an outsourced accountant or bookkeeping firm.


• Working knowledge of accounting software (QuickBooks or Xero), spend management or bill pay platforms (Ramp experience is a plus), and strong spreadsheet skills.


• Experience managing vendor relationships and maintaining records to a quality or compliance standard, such as document control or audit preparation.


• Familiarity with HubSpot, Asana, Google Workspace, or similar systems. Experience in regulated environments, clinical research, or professional education is a plus; curiosity about psychedelic-assisted therapy or behavioral health training is essential.