Billing and Vendor Coordinator

About Bryant Park Consulting:

Bryant Park Consulting is a leading Oracle | NetSuite consulting firm dedicated to helping businesses achieve their goals through successful ERP implementations and optimizations. We are a team of experienced consultants passionate about delivering exceptional client service and driving digital transformation. At Bryant Park Consulting, we foster a collaborative and supportive environment where our employees can thrive and grow professionally.

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

Putting Our People First From Day One

From the founding of Bryant Park Consulting, we committed to putting people first and offering variety, fulfillment, and balance. You will have the opportunity to work with the world's top companies and business leaders, keep up with the latest technology, and flex your skills across industries and disciplines. You will also be encouraged to engage with your community and nature. We attract and retain the best in the business - people from industry, consulting, agencies, startups, nonprofits, and the public sector - all drawn to building a career that's both exciting and sustainable.

• Feed Your Curiosity - Foster technical and industry expertise, and grow as a leader. Knowledge management and professional development are held in highest regard, we offer and sponsor flexible learning options on topics from Project Management to Web Development, and we pay for certifications with top programs.
• Cultivate Well Being - Thrive holistically with a robust and personalized set of benefits and company resources to support your emotional, mental, financial, physical, and social well-being. Celebrate with your team or explore interests with other team members, from book clubs to speaking events and annual retreats.
• Choose Your Career - There is no pressure to go ‘up-or-out’ and welcome you to build a career that gets you excited about coming to work every day - whether that’s as an individual contributor or a team manager. Performance is evaluated fairly and regularly and as the organization grows we expect you and your career to grow with us.
• Comprehensive Benefits - We provide best-in-class benefits for employees including 401k with Company match up to 6%, United Health Plan, as well as Dental, Vision, Life Insurance and Accidental Death and Dismemberment, and more. We also encourage and reimburse for costs of approved training, continuing education, skills development, and professional certification programs and exams to help further your career development.

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Bryant Park Consulting is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic protected by law.