Project & Billing Operations Manager (100% remote)

About UBQ.io
UBQ.io is a global technology service provider dedicated to building a more sustainable, independent, and equitable future. We partner with global companies across industries, including AI, blockchain, software, biotech, and education, to transform bold ideas into real, meaningful solutions.

Our expertise spans technology consulting, AI and Machine Learning development, Blockchain integration, and global team collaboration. With a worldwide network of specialists, we help organizations stay ahead in a rapidly evolving digital landscape.

At UBQ.io, we don’t just advise, we collaborate. Our commitment to innovation, sustainability, and social responsibility guides everything we do as we help clients build technologies that empower people, communities, and industries to thrive.

About the role

We are seeking an organized, commercially minded, and detail-oriented Project & Billing Operations Manager to oversee the end-to-end lifecycle of our client engagements. In this role, you will bridge client communication, project delivery, and financial operations. You will be responsible for scoping and estimating project budgets, interacting with clients’ representatives about service quality and respective billing, supervising internal team time logging, and ensuring accurate, timely billing.

The ideal candidate thrives in a fast-paced service environment, possesses strong interpersonal skills for client interactions, and brings rigorous operational discipline to track billable hours, prevent scope creep, and safeguard project profitability.

Key Responsibilities:

1. Client Relationship & Budget Estimation

   • Act as the primary point of contact for clients from initial scope discussions through project completion.

   • Gather project requirements, analyze resource needs, and create comprehensive project estimates and formal proposals (Statement of Work).

   • Establish clear timelines, deliverables, and budget caps with clients prior to project kick-off.

   • Conduct regular status updates with clients to ensure expectations, timelines, and satisfaction align with project goals.

2. Team Oversight & Time Tracking Management

   • Monitor day-to-day team allocation and work progress to ensure deliverables stay on schedule.

   • Enforce time-tracking protocols across internal teams, ensuring hours are logged accurately against correct project codes daily/weekly.

   • Review and approve team timesheets, verifying that logged hours reflect actual work performed with the internal team heads.

   • Identify resource bottlenecks early and adjust project schedules or resource assignments accordingly.

3. Financial Oversight, Scope Control & Billing

• Track real-time project spend against approved budgets to catch overages before they occur.

• Identify scope creep promptly, draft change orders, negotiate additional budget with clients, and gain approval before additional work begins.

• Reconcile logged billable hours, expense receipts, and milestone completions to prepare monthly/project-based billing reports.

• Work closely with the accounting/finance team to generate precise invoices and resolve any billing discrepancies with clients.

4. Quality Assurance & Continuous Improvement

• Conduct post-project reviews (post-mortems) to measure final profitability against initial estimates.

• Analyze historical time and cost data to continuously refine future budget estimation models.

• Maintain high client retention rates by proactively identifying issues and delivering excellent service quality.

Mandatory Requirements & Qualifications

• Experience: 3–5+ years in project management, operations management, or client account management within a professional services, agency, consulting, or technical service environment.

• Financial Acumen: Proven experience creating project budgets, tracking billable hours, and managing burn rates/profit margins.

• Software Proficiency: Hands-on experience with time-tracking and project management tools and invoicing software.

• Communication: Exceptional verbal and written communication skills with a track record of handling high-value client relationships.

• Leadership: Strong team-coordination skills with the ability to hold team members accountable for process adherence without sacrificing morale.

• Problem-Solving: Strong analytical capability to spot financial variances, resolve client concerns, and streamline operational workflows.