Finance & Operations Coordinator

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 help DTC and subscription brands grow through paid media, email, and creative performance systems. Now, we’re scaling our internal operations; and we’re looking for a Finance & Operations Coordinator who can own our billing, financial hygiene, and operational processes behind the scenes.

This role is perfect for someone who loves numbers, organization, accuracy, and building cleaner, better systems. You’ll keep our financial workflows tight, eliminate billing gaps, accelerate collections, and make sure our operational processes run smoothly.

If you’re detail-oriented, process-driven, and love bringing order to chaos, you’ll thrive here.

What You’ll Do

Finance Ownership

• Categorize and reconcile transactions weekly in QuickBooks Online (QBO)
• Reconcile PayPal, Payoneer, credit cards, bank accounts
• Maintain accurate financial records, tagging revenue/expenses by client
• Assist with contractor payments and verify invoices
• Support payroll coordination in Rippling
• Prepare monthly P&L snapshots and financial hygiene summaries

Billing & Accounts Receivable

• Send all invoices (retainers, creative services, ad-spend overages)
• Set up and manage recurring billing profiles
• Ensure all client payment methods are collected and current
• Follow up on overdue invoices professionally but firmly
• Maintain an AR dashboard and provide weekly reporting
• Track and invoice ad-spend overages after month-end
• Improve systems to prevent missed or late invoices

Operations & Automations

• Build and refine billing workflows inside ClickUp
• Create SOPs for finance, billing, and operations processes
• Set up simple automations (ClickUp → Slack → QBO)
• Manage contractor hours, recurring tasks, and operational timelines
• Assist with tool and vendor renewals
• Support light administrative and operational tasks to keep the team organized
• Proactively identify inefficiencies and recommend improvements

Ideal Background

• 3–6+ years of experience in bookkeeping, AR/AP, or finance operations
• Strong experience with QuickBooks Online (required)
• Background in client billing, invoicing, or subscription-based businesses
• Strong written English — clear, concise, professional communication
• Experience with ClickUp, Airtable, Asana, or similar systems (nice to have)
• Experience with automation tools (Zapier, Make, native ClickUp automation)
• A proactive, detail-obsessed personality — accuracy matters to you
• Comfortable following up with clients and keeping people accountable
• You’ve worked with U.S.-based companies (preferred)
• Plus, if you have experience doing finance and / or operations for an agency or service based business

What Success Looks Like

• Billing is accurate, predictable, and never late
• No uncategorized transactions or messy books
• Clients pay faster because follow-up is consistent
• Recurring billing runs automatically
• ClickUp workflows are clean and organized
• You improve systems without needing direction

Our Core Values

Stay Curious — Always learning, testing, improving.Stay Humble — Open to feedback and better ways of doing things.Own It — Take responsibility for outcomes, not just tasks.Be Transparent — Communicate clearly and honestly.Be Fearless — Think big, experiment boldly.

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.