Portfolio Specialist

Level of Experience: Entry Level Employment Type: Contract on W2 (Need US Citizens Or GC Holders Only) Mission: Enable commercial strategy and drive profitable sales growth by shifting to a front‑office mindset, exceeding internal customer needs, and improving customer experience in contracting, sales operations, business analytics, and operational excellence. Position: Portfolio Specialist Location: San Diego, CA Duration: 12 Months Hours per Week: 40 Shift: 1st Shift Client: Medical Device Company Job Category: Sales Support Accountabilities in This Role Manage federal accounts, including receivable balances, invoice submission, collection functions, account reconciliation, and problem resolution. Specific Responsibilities Work closely with Contracting, Credit, Billing, Database, Asset Management, and Accounts Receivable to resolve issues affecting timely account payment. Develop and foster business relationships with internal and external stakeholders, including federal customer contacts such as Accounting, Pharmacists, Contract Representatives, and Contracting Officers. Supporting Activities Provide customer assistance regarding invoices, receivable balances, and equipment questions. Collaborate with government customer contacts and other departments as needed for information or resolution. Invoice Submission Most federal invoices require electronic submission within the respective web portals. DOD – submit in ECAT or WAWF within the PIEE portal. Veteran Affairs – submit in Tungsten Portal. Public Health – submit in the IPP portal if contract is loaded; otherwise email. Bureau of Prisons – handled through a third‑party and managed as a large project. Manual invoices – create and send following Sarbanes‑Oxley Act (SOX) protocol. Review Government Invoicing Terms Verify period of performance dates are correct. Verify that the funded amount matches the items and number of months. Verify compliance with invoicing requirements. Collections Contact customers and communicate in a positive and friendly manner via phone, email, or formal letters to collect payments by due dates. Manage open account receivable balances, identify aging items, and detect patterns. Notify management of issues that age, become more complex, or require assistance. Follow up on past‑due balances and payment arrangements in a timely manner. Document collection efforts and provide status reporting, including high‑level monthly reports and daily aging reports. Identify and analyze issues contributing to account delinquency. Escalate delinquent accounts according to the escalation protocol. Collaborate closely with other teams as needed. Work with Database/Asset Management to correct entry errors and amend invoices. Monitor and follow up on status of term begin date adjustments, return material authorizations, cancelled sales orders, and reverse billing not‑live items. Research operational issues with field personnel. Reconciliations Perform contract/PO reconciliation for one or all active contracts for a specific customer. Review contract funding and line breakdown. Examine the all‑units report showing the customer footprint. Verify submitted invoices, quotes (pricing, configuration, quantities), and payments received. Analyze and identify discrepancies. Other Responsibilities Train others and assist team members. Participate in special projects and ad‑hoc reporting. Support audit requirements. Remain self‑motivated, possess excellent research and organizational skills, and demonstrate strong multitasking ability. Work independently, set priorities based on current work‑package workload, contract due dates, and customer demands. Qualifications Bachelor’s degree or 3+ years in collections or account reconciliation (preferred), preferably in a manufacturing environment. Strong interpersonal skills, customer‑service orientation, persistence, analytical and critical thinking, patience under stress, and reconciliation skills. Working knowledge of spreadsheets (Excel) and word processing, excellent follow‑through, verbal and written communication, and familiarity with computerized accounting/accounts receivable systems. Flexible prioritization, ability to manage competing projects, deadlines, and daily responsibilities; make decisions under pressure, work extended hours, and collaborate effectively in a team environment. Ability to work in a demanding, fast‑paced environment with continual shifting priorities; collaborate with multiple teams; very limited travel. Key Competencies Business Acumen Partnership and customer focus Accountability Work across functions and teams (matrix environment) Delivering under pressure Strive for continuous improvement Analytical and problem‑solving orientation #J-18808-Ljbffr