Head of Billing Operations

Job Title: Head of Billing Operations

Compensation: $85000-$110000.00 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: 8:00am5:00pm CST (MondayFriday)

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.

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.

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 firms 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 RPWs 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.

• 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

• 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.

• 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.

• 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 prorations for new and terminated accounts.

• Custodial File Submission: Submit approved fee files to Schwab Fidelity and TIAA-CREF within each custodians required timing and file-format specifications.

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

• Off-Cycle Adjustments: Process one-time and manual fee adjustments (refunds credits prorations fee waivers) with appropriate documentation and approvals.

• 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.

• 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.

• Month/Quarter-End Close: Support close by providing complete and reconciled billing data variance commentary and audit-ready supporting workpapers.

• 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 clients executed advisory agreement Form ADV disclosures and applicable regulatory requirements.

• 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.

• Commissions Processing Support: Partner with the commissions processing team to assist with data validation reconciliation and resolution of advisor compensation issues ensuring alignment between billing revenue and commission workflows.

• Centralization & Process Improvement: Contribute to the centralization of billing operations across the country helping standardize processes controls and reporting across legacy books and offices; identify automation opportunities within Orion and adjacent systems.

• Stakeholder Service: Serve as the primary internal point of contact with Schwab Fidelity and TIAA-CREF billing operations teams; respond to advisor and client billing inquiries with professionalism urgency and clear written communication.

• Bachelors degree in Accounting Finance Business or a related field or equivalent professional experience

• 5 years of progressive experience in advisory fee billing or operations within an RIA wealth management firm or asset manager

• 3 years of direct hands-on experience with Orion Advisor Tech (billing module) or a similar portfolio management/billing software system (e.g. Tamarac Envestnet Black Diamond Addepar) including fee schedule setup billing groups and quarterly bill generation

• Demonstrated experience submitting and reconciling fee files with Charles Schwab Fidelity and TIAA-CREF custodial platforms

• Strong understanding of advisory fee structures (tiered blended flat asset-based household aggregation) and proration logic

• Advanced Excel proficiency (XLOOKUP SUMIF pivot tables large-data reconciliation)

• Strong understanding of internal controls and accounting concepts as they relate to revenue and receivables

• Excellent written and verbal communication skills including the ability to interact directly with advisors senior leaders and custodial counterparts

• Experience supervising or coaching billing analysts/specialists preferred

• Track record of taking on expanded scope mentoring peers and driving process improvement beyond a defined role

• Familiarity with retirement plan billing (3(21)/3(38) recordkeeper-paid plan sponsor-paid wrap fees)

• Working knowledge of SEC Investment Advisers Act requirements as they pertain to advisory fee billing preferred

• Accuracy & Attention to Detail: Able to manage thousands of accounts across multiple custodians with zero tolerance for fee errors.

• Process Discipline: Documents follows and improves repeatable processes; comfortable inside controls and SOPs.

• Ownership: Drives billing cycles to completion and owns the resolution of exceptions end-to-end.

• Collaboration: Works effectively across accounting operations compliance and the custodians.

• Continuous Improvement: Looks for automation standardization and scalability opportunities.

• Leadership Presence: Carries themselves with the maturity judgment and credibility to take on expanded responsibility as the function continues to grow.

• Medical Vision Dental 401(k) plus match Company Paid STD Life Insurance & parental leave

• Hybrid schedule MondayFriday (8am5pm) 2 weeks vacation sick leave personal days and floating holidays

Minimal travel required

HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity national origin religion age color sex sexual orientation gender identity disability or veterans status or any other characteristic protected by local state or federal laws rules or regulations.

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