Billing and Vendor Coordinator

Role Overview: 

The Billing and Vendor Coordinator plays a critical operational role within the Finance & Accounting team at Bryant Park Consulting. This position serves as the central point of coordination between Sales, Operations, and Finance — responsible for reviewing and processing client and subcontractor Statements of Work (SOWs), maintaining accurate rate cards, and managing the end-to-end onboarding of both clients and vendors into the company’s financial systems. The ideal candidate is detail-oriented, organized, and comfortable working across multiple systems and stakeholders in a fast-paced professional services environment.

Roles & Responsibilities:

Client Contracts & Onboarding:

• Review incoming client Statements of Work (SOWs) for accuracy, completeness, and alignment with agreed commercial terms prior to execution.
• Enter and maintain client rate cards in the company’s ERP system (NetSuite), ensuring billing rates are correctly mapped to project codes, service lines, and contract terms.
• Coordinate the full client onboarding process, including setting up client records, payment terms, billing schedules, and project structures in NetSuite.
• Partner with Sales and Account Management to ensure all contract details are accurately captured before work commences.
• Flag discrepancies, missing information, or non-standard terms to the Director of Finance & Accounting for review and resolution.
• Maintain an organized, up-to-date repository of executed client contracts and supporting documentation.

 

Subcontractor Contracts & Onboarding:

• Review subcontractor Statements of Work and vendor agreements for completeness, rate accuracy, and compliance with internal margin and approval thresholds.
• Onboard new subcontractors into NetSuite, including vendor record setup, payment terms, W-9 and tax documentation collection, and banking information verification.
• Maintain and update subcontractor rate cards, ensuring costs are accurately reflected in the billing system and reconciled against SOW commitments.
• Coordinate with Operations and Project Management teams to align subcontractor assignments with active project codes and budget allocations.
• Monitor subcontractor onboarding status and proactively communicate timelines to internal stakeholders to prevent delays to project start dates.

 

Billing Operations & System Maintenance:

• Ensure all rate cards, billing schedules, and contract terms are accurately and promptly entered into NetSuite to support timely and accurate invoicing.
• Perform regular audits of client and vendor records in NetSuite to identify and correct data integrity issues.
• Support the month-end close process by confirming that billing data is complete, reconciled, and ready for revenue recognition.
• Assist the Director of Finance & Accounting in preparing billing reports, contract summaries, and pipeline tracking dashboards.
• Identify opportunities to improve and standardize SOW intake, rate card entry, and onboarding workflows to reduce cycle time and manual effort.

 

Cross-Functional Collaboration:

• Serve as the primary point of contact between Finance, Sales, Operations, and HR for all contract intake and onboarding-related inquiries.
• Communicate proactively with internal teams regarding contract status, onboarding milestones, and any blockers requiring resolution.
• Support compliance efforts by ensuring vendor documentation (W-9s, insurance certificates, signed agreements) is collected and stored in accordance with company policy.
• Assist with special projects and process improvement initiatives as directed by the Director of Finance & Accounting.

Skills and Qualifications:

Required:

• Experience in a billing, contracts, operations, or finance coordination role, preferably within a professional services environment.
• Demonstrated experience reviewing and processing contracts or Statements of Work.
• Proficiency with ERP or accounting systems; NetSuite experience strongly preferred.
• Strong attention to detail and a high degree of accuracy in data entry and record-keeping.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Clear and professional communication skills, both written and verbal, with the ability to work effectively across teams.
• Proficiency in Microsoft Excel and the broader Microsoft Office / Google Workspace suite.

 

Preferred:

• Experience with subcontractor or vendor onboarding, including W-9 collection and vendor record setup.
• Familiarity with professional services billing models including time-and-materials, fixed-fee, and rate card structures.
• Exposure to revenue recognition concepts and month-end close support activities.
• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.

Work From Home & Travel Requirements

• Fully remote