Accounting Vendor Collection Specialist

Accounting Vendor Collection Specialist

Position Overview

The Accounting Vendor Collection Specialist is responsible for ensuring accurate vendor billing, reconciliation, and collections. This role plays a key part in maintaining strong vendor relationships, minimizing uncollectible receivables, and supporting the overall financial health of Prime Time Healthcare through consistent follow-up and collaboration across departments.

Responsibilities

Review weekly billing for assigned vendors to ensure accuracy, escalating issues to management as needed.

Reconcile NetSuite invoices with vendor billing, timesheets, contracts, and supporting documentation.

Investigate, dispute, and resolve invoice irregularities to minimize loss and uncollectible receivables.

Communicate payroll discrepancies to the payroll team and / or sales managers to ensure compliance with vendor and facility contract requirements.

Manage the dispute process to secure proper invoice payments and prevent loss of funds.

Submit additional documentation, vendor forms, and required data to meet vendor expectations.

Collaborate with sales teams when needed to complete dispute resolutions.

Maintain consistent follow-up with internal and external contacts to ensure timely collection.

Create credit memos, invoices, and adjustments (hourly, fee, or tax) to properly reconcile accounts and maintain accurate reporting.

Review and process weekly non-billable and revised timecards, ensuring proper invoicing in NetSuite and timely communication with sales teams.

Manage vendor accounts through portals or email reporting; escalate missing information or trends to management.

Maintain all documentation, invoices, and payment details in shared drives for continuity and team coverage.

Handle both timekeeping approval and invoicing processes when required by the vendor.

Follow up on past-due invoices, pending disputes, and missing items before and after dispute deadlines.

Match payment remittances promptly to ensure accuracy in payment posting and resolve any irregularities with vendors or internal teams.

Conduct account clean-up and reconciliation to minimize bad debt and ensure accuracy.

Maintain proactive communication with vendors to ensure collections align with contracted payment terms.

Provide regular updates to management and collaborate across departments for visibility into collection progress.

Maintain accurate records within the ERP system, department spreadsheets, and internal documentation.

Collaborate with other departments as needed to ensure complete and accurate record keeping.

Address margin questions and confirm billing accuracy to prevent revenue discrepancies.

Support accounting and finance teams during month-end close, audits, and cost accounting projects.

Contribute to department and company goals through teamwork and adaptability as business needs evolve.

Benefits

Family-like, fun atmosphere

Concierge service

On-site vendor conveniences (car detailing, massage, chiropractor)

Paid volunteer hours

Health, dental, and vision insurance

Paid maternity / paternity leave

8 paid holidays (including your birthday!)

PTO + Flex Time

Company events and quarterly outings