Invoice Billing and Vendor Coordinator

Summary

Join ISTA Personnel Solutions South Africa as an Invoice Billing & Vendor Coordinator, working remotely for a US-based Waste Services Brokerage Company. This role involves meticulous invoice review, error identification, and vendor communication to ensure accurate and timely client billing. You will use QuickBooks or similar software, manage service contracts in Hubspot, and handle basic collections. The position requires working US hours (9 am to 6 pm EST), a reliable fixed fibre internet connection (minimum 25 Mbps), and a power backup solution. This is a remote position for South African citizens only. If you are not contacted within 14 working days, please consider your application unsuccessful.

Requirements

• Experience in invoice verification, billing reconciliation, and vendor follow-ups
• Strong understanding of invoice processing, vendor reconciliation, and billing accuracy
• Familiarity with QuickBooks (or equivalent accounting software)
• Excellent attention to detail and high accountability
• Strong written and verbal communication skills
• Working Hours: This role requires you to work in USA hours Mon - Fri from 9am to 6pm EST ( 15h00pm to midnight South African time , however these hours are subject to change depending on daylight savings)
• Work Environment: This is a remote role for South African Citizens only
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and the ability to support a wired Ethernet connection is mandatory. Applicants without a fixed fibre line cannot be considered
• Power Backup: A reliable power backup solution is required to manage load shedding and power outages . Applicants without a power backup cannot be considered

Responsibilities

• Review third-party vendor invoices for pricing, unit, or service errors
• Match vendor invoices to internal order records
• Follow up with vendors to resolve discrepancies and request revised invoices
• Use QuickBooks (or similar accounting system) to support billing workflows
• Assist in preparing accurate client invoices based on validated vendor data
• Store and manage service contracts in Hubspot
• Send onboarding/welcome emails to new clients
• Handle basic collections (light follow-ups to ensure invoice processing)