Billing and Vendor Coordinator (Remote)

About Bryant Park Consulting: Bryant Park Consulting is a leading Oracle | NetSuite consulting firm dedicated to helping finance and operations leaders modernize ERP, data, integrations, and AI-ready business processes. We create scalable operating systems for growth transformations. Our team partners with clients across industries, tackling complex technology challenges while developing both consulting and technical expertise. 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. Key Responsabilities: 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-rel