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