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.

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 contra...