Vendor Billing Coordinator (EST Hours) - Remote

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency – we operate as a dedicated extension of our clients’ teams, delivering high-quality service with precision, efficiency, and a personal touch.

Our client brokers waste services, including medical and general solid waste, and works closely with third-party vendors to deliver reliable service to their customers. Accurate vendor billing plays a critical role in ensuring correct client invoicing and maintaining strong vendor relationships.

In this role, you’ll support the billing and operations teams by reviewing vendor invoices, resolving discrepancies, and helping ensure that outgoing client invoices are accurate and timely. This is a detail-driven role that requires strong follow-up skills, clear communication, and a collaborative mindset.

PLEASE NOTE:

• Working Hours: Monday – Friday | 9:00 AM – 6:00 PM EST (4:00 PM – 01:00 AM South African time – subject to daylight savings).
• Public Holidays: This role requires working on both South African and U.S. public holidays (compensation for SA public holidays in accordance with the BCEA).
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and wired Ethernet capability is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: Reliable backup required to manage load shedding or outages. Applicants without a power backup cannot be considered.

• Work Environment: Fully remote.

Job Responsibilities (not limited to):

• Review and verify vendor invoices for accuracy (pricing, quantities, units, and services).
• Compare vendor invoices against internal records and service orders.
• Communicate with vendors to resolve billing discrepancies and request corrected invoices.
• Support the preparation of accurate client invoices using QuickBooks or a similar accounting system.
• Maintain organized records of contracts and documentation within Hubspot.
• Send welcome emails to new clients and assist with onboarding administration.
• Perform general administrative tasks to support billing and operations teams.
• Follow up on accounts payable to ensure correct contacts are in place and invoices are being processed (no hard collections).

Requirements

Industry Experience:

• Accounts Payable, billing, or vendor coordination experience is highly relevant.
• Experience using QuickBooks or similar accounting/billing platforms is strongly preferred.

Soft Skills (Essential):

• Strong attention to detail and accuracy.
• Excellent English communication skills (written and verbal).
• Organized, methodical, and comfortable following structured processes.
• Professional and collaborative approach when working with vendors and internal teams.
• Able to manage follow-ups and deadlines in a steady, reliable manner.

Technical Skills:

• QuickBooks or similar accounting tools.
• MS Office Suite (Word, Excel, Outlook).
• Experience with HubSpot or similar systems is an advantage but not essential.

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