Job Description: Invoice Billing & Vendor Coordinator

Employment Type: Full-time Location Type: Remote Workplace: Remote Language: English Department: SA - Operations Published: 2025-07-15

Position Overview

ISTA Personnel Solutions South Africa, a global BPO company, is partnering with a US-based Waste Services Brokerage Company to find a detail-oriented Invoice Billing & Vendor Coordinator. This role is crucial for identifying billing errors, correcting discrepancies with subcontractors, and ensuring timely and accurate invoicing to clients. It is a back-office, admin-heavy position that demands precision, follow-through, and clear communication, particularly when coordinating with multiple vendors and cross-checking records.

Key Responsibilities

• Review third-party vendor invoices for pricing, unit, or service errors.
• Match vendor invoices to internal order records.
• Follow up with vendors to resolve discrepancies and request revised invoices.
• Utilize QuickBooks (or similar accounting system) to support billing workflows.
• Assist in preparing accurate client invoices based on validated vendor data.
• Store and manage service contracts in Hubspot.
• Send onboarding/welcome emails to new clients.
• Handle basic collections (light follow-ups to ensure invoice processing).

Requirements

• Experience in invoice verification, billing reconciliation, and vendor follow-ups.
• Strong understanding of invoice processing, vendor reconciliation, and billing accuracy.
• Familiarity with QuickBooks (or equivalent accounting software).
• Excellent attention to detail and high accountability.
• Strong written and verbal communication skills.

Working Hours & Conditions

• Working Hours: Monday - Friday, 9 am to 6 pm EST (USA hours). This translates to 3:00 PM to 12:00 AM South African time, subject to change based on daylight savings.
• Work Environment: Remote role for South African Citizens only.
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and the ability to support a wired Ethernet connection is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: A reliable power backup solution is required to manage load shedding and power outages. Applicants without a power backup cannot be considered.

Application Instructions

If you are not contacted within 14 working days, please consider your application unsuccessful.