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