MJM: Billing & Operations Coordinator

At MJM, we create purposeful work for impactful clients in the ophthalmology industry and nonprofit sector. We mend what already exists, join our clients’ knowledge with our industry expertise, and make new work that’s rich with meaning.

MJM is seeking a detail-oriented and proactive Billing & Operations Coordinator to support the financial and operational rhythm of our agency. This role is responsible for client billing, vendor payments, revenue tracking, and internal capacity reporting—while also ensuring smooth day-to-day office operations. The ideal candidate is organized, analytical, and thrives at the intersection of numbers and people, helping our creative team deliver exceptional work with clarity and efficiency.

Key Responsibilities

Client Billing & Receivables:

• Prepare and send timely, accurate invoices based on project milestones, retainers, or hourly billing.

• Coordinate with account leads to ensure alignment to SOW.

• rack receivables and follow up on outstanding balances.

• Maintain monthly billing schedules and project-level billing reports.

  Vendor Payments & Payables:

• Receive, verify, and process vendor invoices in line with internal approval workflows.

• Ensure timely payments and maintain organized vendor records.

• Reconcile discrepancies and respond to vendor inquiries.

• Maintain updated vendor contracts and W-9s.

Revenue & Capacity Reporting:

• Support forecasting of revenue based on active contracts, pipeline, and historical data.

• Maintain dashboards or reports that visualize revenue, expenses, and profitability.

• Support accounting partner to generate timely monthly reports and analysis for leadership.

• Track team capacity and billable utilization metrics, identifying trends or gaps.

• Help inform decisions with clear, actionable data.

  Office & Operations Management:

• Manage day-to-day office operations and vendor relationships (e.g., supplies, equipment, technology vendors).

• Maintain digital and physical file systems for finance, HR, and vendor documents.

• Coordinate internal team logistics (e.g., team meetings, calendars, birthdays, staff events).

• Support onboarding/offboarding processes by ensuring access to tools and resources.

• Assist with process documentation and continuous improvement initiatives across finance

  and admin.

  Required Skills and Qualifications

• 2–4 years of experience in accounting, billing, finance operations, or office management (agency or creative firm preferred).

• Proficient in QuickBooks

• Strong analytical and Excel/Google Sheets skills for reporting and forecasting.

• Highly organized with excellent attention to detail.

• Clear communicator with the ability to work cross-functionally.

• Self-motivated and able to handle sensitive information with discretion.