An operations generalist who owns the back office end to end — vendor and procurement management, AP/AR finance operations, people operations, and renewals coordination — and runs it on AI so leadership and delivery stay focused on customers and security. What you will own- Vendor & procurement management: Be the single owner of every vendor relationship: accounts, contracts, renewals, billing, and portal access. Run a monthly check-in with each key vendor so nothing lapses and no account is a mystery.- AP/AR and finance operations: Own invoice intake and payment, AP/AR aging, and expense categorization. Coordinate payroll data and administer bank and insurance portals. You execute under fractional finance oversight; this is not the CFO role.- People operations: Run onboarding and offboarding, including access provisioning and deprovisioning, PTO and benefits administration, and clean HR records. Make joining and leaving Cyvatar smooth and buttoned-up.- Renewals and customer-ops coordination: Own the renewal calendar and QBR logistics, and support renewal quote prep, feeding the Member Experience team. You keep the machine running so relationships never slip through a scheduling gap.- Procurement and reseller relationships: Manage distributor and reseller accounts and license provisioning, and keep account paperwork current. When a customer needs a tool turned on, the paperwork behind it is already handled.- A clean system of record: Keep vendor, contract, and renewal data organized and current in HubSpot and our finance systems. Good data is what lets the automation work and what keeps leadership out of the weeds.- No surprises: The measure of this role is quiet: nothing gets shut off, no renewal is missed, no invoice is a mystery, and no leader hears about an account problem from the vendor first. You get ahead of it. Run ops on AI (this is the difference)Cyvatar runs on an AI operating model, and operations is no exception. With Claude and our internal tooling you will prep vendor check-ins, reconcile and summarize invoices and AP/AR, build and maintain the renewal calendar, draft vendor and internal emails, and produce clean weekly ops reporting, so your time goes to judgment and follow-through, not busywork.Just as important, you will make the tooling better over time. Tighten the prompts, close the gaps, add a verification step where the output drifts, and turn a vague task into a reliable, repeatable workflow. You will know exactly where AI accelerates the work and where a human has to own the decision, and you will hold that line. What we are looking forMust-haves- 3+ years in operations, vendor/procurement, finance operations, or business operations.- Hands-on AP/AR or bookkeeping familiarity, and basic HR/people-ops experience.- Genuine AI fluency. You already use Claude or a comparable AI tool to do real work, and you can show us how.- Exceptional organization and follow-through. You close loops without being chased.- A clear, direct communicator who can hold vendors accountable and coordinate across teams.- Real detail discipline. Dates, terms, invoices, and records do not get to be approximate. Nice-to-haves- Experience with HubSpot, Rippling, Maxio, or QuickBooks.- Contract and vendor-management experience, including reseller or distributor accounts.- An MSP or B2B SaaS background.- SOC 2 or general compliance awareness.- Experience building automations or workflows (HubSpot workflows, Zapier, scripting, or LLM-driven automation). How you will ramp- First 30 days: Inventory and take ownership of every vendor account and credential, put out the current fires, stand up a monthly vendor check-in, and own AP/AR intake and invoice payment.- By 60 days: Build the renewal calendar and QBR logistics, take over bank, insurance, and payroll portals, and own the finance and vendor records in HubSpot.- By 90 days: Run a vendor scorecard and contract calendar, document the SOPs and runbooks, and take day-to-day operational coordination off the leadership team for good.