Head of Billing Operations

Job Title:

Head of Billing Operations

Compensation: $85,000-$ salary + 6% yearly discretionary

Location:

Austin, TX (Hybrid- 3 days in office)

Department:
Billing and Operations

Reports To:

Director of Accounting

Job Type: Full-Time

Working Hours:

8:00am-5:00pm CST (Monday-Friday)

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* About Us:

*
* HUB is a global insurance and employee benefits broker, providing a broad array of property, casualty, risk management, life and health, employee benefits, investment and wealth management products and services.

** About HUB Retirement & Private Wealth (RPW):*
* We lead our communities with integrity, driven to make things better, both now and in the future. We serve, inspire, and thrive while maintaining an entrepreneurial spirit. We innovate, collaborate, and achieve success together, focused on the tomorrows for all.

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* Job Purpose:

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* The Head of Billing Operations is responsible for the accurate and timely production, reconciliation, and oversight of advisory fee billing processed through Orion across Charles Schwab, Fidelity, and TIAA-CREF custodial platforms, as well as retirement plan billing across administration, advisory, and consulting services. This role owns the end-to-end quarterly and monthly billing cycles for the firm's advisory and retirement plan book, ensuring fees are calculated in accordance with executed client agreements, household groupings, plan documents, and approved fee schedules, and that resulting custodial deductions, invoices, and revenue postings reconcile cleanly to the general ledger.

This position is a key contributor to HUB RPW's ongoing centralization of billing operations across the country.

This is intended to be a senior-level hire with the experience, leadership presence, and ambition to take on expanded responsibility over time as the centralized billing function continues to grow.

** We are the perfect fit if you:*
* + Enjoy team collaboration

+ Thrive in a healthy company culture that recognizes success

+ Want to learn and grow your current skill set

+ Are seeking a progressive work environment at a rapidly growing organization

+ Have a desire to help others protect their future

+ Have an entrepreneurial spirit and are challenged by the opportunity to grow the business

+ Are energized by standardizing processes and rolling up your sleeves to get the details right

+ Have aspirations to grow your career and take on expanded responsibility over time

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* Key Responsibilities:

*
* +  
** Orion Billing Production:
** Own the full quarterly advisory billing cycle in Orion for all advisor books custodied at Schwab, Fidelity, and TIAA-CREF, including pre-bill review, fee calculation, exception resolution, and final fee file generation.

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** Retirement Plan Billing:
** Oversee billing across retirement plan administration, advisory, and consulting services, including processing plan invoices, reconciling billing data against plan documents and fee schedules, and managing recordkeeper-paid, plan sponsor-paid, and wrap fee arrangements.

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** Account & Fee Schedule Validation:
** Validate account setup in Orion prior to each billing cycle, including fee schedules, billing groups, household aggregation, billable/non-billable flags, exclusions, account inception dates, and pr orations for new and terminated accounts.

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** Custodial File Submission:
** Submit approved fee files to Schwab, Fidelity, and TIAA-CREF within each custodian's required timing and file-format specifications.

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** Custodial Reconciliation:
** Reconcile custodial fee debit confirmations back to Orion-calculated fees; research and resolve rejects, shortfalls, and timing differences with each custodian.

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** Off-Cycle Adjustments:
** Process one-time and manual fee adjustments (refunds, credits, pr orations, fee waivers) with appropriate documentation and approvals.

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** Direct Bill & Receivables:
** Manage direct-bill and held-away account invoicing where custodial debit is not available, including tracking receivables and following up on outstanding balances.

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** Revenue Recognition:
** Partner with the accounting team to ensure advisory fee revenue is recorded accurately and in the correct period across applicable legal entities; prepare and review billing-related journal entries, accruals, and balance sheet reconciliations.

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** Month/Quarter-End Close:
** Support close by providing complete and reconciled billing data, variance commentary, and audit-ready supporting work papers.

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** Controls & Documentation:
** Maintain documented standard operating procedures (SOPs) for every step of the Orion-to-custodian billing process across all three platforms; ensure billing practices comply with each client's executed advisory agreement, Form ADV disclosures, and applicable regulatory requirements.

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** Audit & Compliance Support:
** Provide data and documentation to support internal and external audits, SOC reviews, and regulatory exams; identify, escalate, and remediate billing errors and control gaps in partnership with compliance.

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** Commissions…