Lead Accounting Specialist- Vendor Collections

Position Summary

The Vendor Collections Team Lead is responsible for overseeing vendor collection processes, supporting team development, and ensuring accuracy and timeliness of billing and collections. This role requires a proactive approach to resolving issues, collaborating across departments, and maintaining compliance with internal and external requirements. The Team Lead will act as a point of escalation, provide training, and help drive process improvements while ensuring all vendor-related accounts and transactions are managed effectively.

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  Team Support & Training

  
  
  
  
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    Be present in the office to support the vendor collections team, providing guidance and fostering positive working relationships.

    
    
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    Facilitate onboarding and ongoing training for vendor collections staff, ensuring adherence to updated processes.

    
    
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    Assist with backup coverage during absences and support cross-team collaboration when needed.

    
    
  
  
  
  
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  Collections & Billing Oversight

  
  
  
  
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    Create and maintain a weekly billing checklist for the vendor collections team.

    
    
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    Monitor and follow up on non-billable items to ensure they are resolved within two weeks.

    
    
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    Ensure assigned accounts remain current, dispute windows are not missed, and payments are received and processed timely.

    
    
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    Manage previous week's vendor timecards to confirm accuracy and compliance with vendor agreements.

    
    
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    Escalate unresolved items to sales managers, payroll managers, or department leadership as appropriate.

    
    
  
  
  
  
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  Process Management

  
  
  
  
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    Ensure billing folders are cleared weekly and that vendor billing processes are followed consistently.

    
    
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    Answer vendor billing and timekeeping questions from teams chats, escalating to the department manager when needed.

    
    
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    Communicate with payroll, sales, and other departments to resolve billing and payment-related issues.

    
    
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    Set up new customer accounts in NetSuite, ensuring accuracy with Salesforce records and avoiding duplication.

    
    
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    Ensure sales tax information is accurately recorded and required documentation is saved to customer accounts.

    
    
  
  
  
  
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  Financial & Compliance Responsibilities

  
  
  
  
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    Address margin-related questions and issues for vendor billing across all divisions.

    
    
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    Assist with employee record updates for custom sales and assignment fields.

    
    
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    Conduct credit checks and support vendor-related audits.

    
    
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    Manage facility updates, including financial/AR information and W-9 documentation in NetSuite.

    
    
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    Support month-end close processes, audits, and cost accounting activities.

    
    
  
  
  
  
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  Continuous Improvement & Collaboration

  
  
  
  
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    Identify opportunities for process improvements and communicate recommendations to department leadership.

    
    
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    Ensure timely handoff of processes to teams with department manager approval.

    
    
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    Support collection efforts by facilitating payment plans and vendor communications.

    
    
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    Assist with special projects, clean-up initiatives, and other assignments as directed.

    
    
  
  
  
  

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  Previous experience in vendor collections, accounts receivable, or billing leadership is strongly preferred.

  
  
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  Proficiency with NetSuite, Salesforce, or similar ERP/CRM systems.

  
  
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  Strong organizational and analytical skills with keen attention to detail.

  
  
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  Ability to effectively lead, train, and mentor team members.

  
  
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  Strong communication and problem-solving skills, with the ability to collaborate across multiple departments.

  
  
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  Comfortable working in a fast-paced, evolving environment with changing priorities.