Invoice Billing & Vendor Coordinator (EST Hours) - Remote

ISTA Personnel Solutions South Africa - we are a global BPO company, partnering with a US-based Waste Services Brokerage Company.

We’re looking for a detail-oriented Invoice Billing & Vendor Coordinator who will play a critical role in identifying billing errors, correcting discrepancies with subcontractors, and supporting clean, timely invoicing to clients.

This is a back-office, admin-heavy role that requires precision, follow-through, and clear communication — especially when coordinating with multiple vendors and cross-checking records.

PLEASE NOTE:

• Working Hours: This role requires you to work in USA hours Mon - Fri from 9am to 6pm EST (15h00pm to midnight South African time, however these hours are subject to change depending on daylight savings).
• Work Environment: This is a fully remote working role.
• 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.

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.
• Use 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

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