Vendor Relations Specialist

Overview
At Lupa, we're hiring for a Vendor Relations Specialist supporting two sister organizations in the aquatics and youth sports space in California. Our client is a confidential US-based company. This is a dual-company role — you'll work across both Premier Swim Academy and Premier Aquatics, owning their accounts receivable process for charter school and regional center partnerships while managing vendor compliance, community outreach, and family-facing communication.
This is not a purely administrative role. It requires equal comfort with backend financial tracking — invoicing, collections, billing accuracy — and front-facing client communication with families, schools, and community partners. You'll be the person who catches billing errors before they escalate, follows up on outstanding balances with confidence and empathy, and builds relationships with charter schools and regional centers that keep both organizations in good standing.

What You'll Do
Accounts Receivable

Apply and track payments and balances through JackRabbit; maintain up-to-date records for all charter and regional center accounts
Invoice charter schools and regional centers accurately and on schedule; track all charges in QuickBooks Online
Ensure all charter and regional families are correctly designated in JackRabbit to prevent billing errors
Collect purchase orders from charter families before lesson start dates
Monitor outstanding balances and conduct assertive, professional collections calls and follow-ups
Process prorated billing accurately — no shortcuts

Vendor Compliance & Application Management

Own the full vendor application process: W-9, Business License, COI, Mandated Reporter Training, DOJ clearance, and more
Track expiration dates and initiate renewals proactively before lapse
Update pricing across applicable schools whenever rate changes occur — reflected in all systems within 48 hours
Use charter and regional center portals to invoice and manage account activity

Family Onboarding & Account Management

Conduct onboarding calls with new charter and regional center families before their first lesson
Set up billing in JackRabbit with correct charter designation and relevant notes
Serve as primary point of contact for escalations; resolve account disputes and complex billing questions
Check in regularly with GMs and Admin Managers on account updates, flags, and exceptions

Vendor & Community Relations

Build and maintain relationships with charter schools, regional centers, and community partners
Initiate outreach to prospective partners to establish new vendor agreements
Attend in-person school fairs, community events, and outreach functions as needed
Coordinate scholarship and pool rental inquiries; support new community partnership opportunities

Who You Are
Must-haves

Experience in accounts receivable, billing coordination, or financial operations
Comfortable making collections calls — assertive but never harsh
Strong analytical skills and high proficiency with data entry, billing systems, and spreadsheets
Excellent written and verbal English
Highly organized with strong attention to detail
Understanding of the US public education system, including charter schools and regional center funding models
Self-directed and reliable across two organizations with minimal supervision
Available to work US Pacific Time (PT)

Nice-to-haves

Experience with JackRabbit or QuickBooks Online
Background in youth sports, aquatics, education, or community programs
Prior vendor management or B2B account coordination experience
Bilingual English/Spanish

What's in It for You
💰 $1,500/month USD · Fixed monthly salary
🏠 100% Remote
🕐 Full-time · US Pacific Time (PT)
🤝 Dual-company exposure across two growing organizations
🌱 Stable, long-term position with a mission-driven youth aquatics organization

👉Apply here: https://app.lupahire.com/lupa-apply/cfbb463f-606d-5db3-b3ff-7f416997e6df?source=inbound-candidates