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. <li style="margin-top: 0px; margin-bottom: 0px; vertical-align: midd