About the job
Join ISTA Personnel Solutions, a vibrant and rapidly expanding BPO organization, where we function as an integral extension of our clients’ teams, delivering exceptional services marked by precision, efficiency, and a personal touch.
Our client specializes in brokering waste management services, including both medical and general solid waste, collaborating closely with third-party vendors to ensure reliable service delivery to their customers. In this context, accurate vendor billing is crucial for maintaining correct client invoicing and fostering strong vendor relationships.
As the Vendor Billing Coordinator, you will provide vital support to our billing and operations teams by meticulously reviewing vendor invoices, resolving discrepancies, and ensuring that outgoing client invoices are both accurate and timely. This position demands an eye for detail, strong follow-up skills, clear communication, and a collaborative mindset.
Key Details:
- Working Hours: Monday – Friday | 9:00 AM – 6:00 PM EST (4:00 PM – 01:00 AM South African time, subject to daylight savings).
- Public Holidays: This role requires work on both South African and U.S. public holidays, with compensation for South African public holidays in accordance with the BCEA.
- Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and wired Ethernet capability is mandatory. Applicants without a fixed fibre line cannot be considered.
- Power Backup: Reliable backup is essential to manage load shedding or outages. Applicants without a power backup cannot be considered.
- Work Environment: Fully remote.
Responsibilities (not limited to):
- Review and verify vendor invoices for correctness (pricing, quantities, units, and services).
- Cross-check vendor invoices against internal records and service orders.
- Engage with vendors to rectify billing discrepancies and request corrected invoices.
- Assist in preparing accurate client invoices using QuickBooks or a similar accounting system.
- Maintain organized records of contracts and documentation within Hubspot.
- Send welcome emails to new clients and assist with onboarding administration.
- Perform general administrative tasks to support the billing and operations teams.
- Follow up on accounts payable to ensure proper contacts are in place and invoices are being processed (no hard collections).