ISTA Personnel Solutions, a dynamic and fast-growing company delivering high-quality service, is looking for a Vendor Billing Coordinator. In this remote role, you will support billing and operations teams by reviewing vendor invoices, resolving discrepancies, and ensuring accurate and timely client invoicing. This detail-driven position requires strong follow-up skills, clear communication, and a collaborative mindset to maintain our high standards of precision and efficiency.
What You'll Do
- Review and verify vendor invoices for accuracy across pricing, quantities, units, and services.
- Compare vendor invoices against internal records and service orders.
- Communicate with vendors to resolve billing discrepancies and request corrected invoices.
- Support the preparation of 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 billing and operations teams.
- Follow up on accounts payable to ensure correct contacts are in place and invoices are being processed.
What We're Looking For
- Strong attention to detail and accuracy.
- Excellent English communication skills, both written and verbal.
- Organized, methodical approach and comfort following structured processes.
- Professional and collaborative demeanor when working with vendors and internal teams.
- Ability to manage follow-ups and deadlines in a steady, reliable manner.
- Proficiency with the MS Office Suite (Word, Excel, Outlook).
Nice to Have
- Accounts Payable, billing, or vendor coordination experience is highly relevant.
- Experience using QuickBooks or similar accounting/billing platforms is strongly preferred.
- Experience with HubSpot or similar systems is an advantage.
Technical Stack
- QuickBooks or similar accounting tools
- MS Office Suite (Word, Excel, Outlook)
- HubSpot or similar systems
Team & Environment
You will support the billing and operations teams in a dynamic, fast-paced environment focused on delivering quality service with precision and a personal touch.
Work Mode
This is a fully remote position requiring availability and work to be performed during Eastern Standard Time (EST) hours.
