Portfolio Specialist

Position : Portfolio Specialist

Location : San Diego, CA

Duration : 12 Months

Total Hours/week : 40.00

1st Shift

Client: Medical Device Company

Job Category: Sales Support

Level Of Experience: Entry Level

Employment Type: Contract on W2 (Need US Citizens Or GC Holders Only)

What Government Contracting and Operations Group (GCOG) contributes to client

• The mission of the Government Contracting and Operations Group (GCOG) is to enable commercial strategy and drive profitable sales growth by shifting our mindset to being more “front office”, by exceeding customer (internal) needs and improving customer experience in the areas of contracting, sales operations, business analytics and operational excellence.
• This will be accomplished by standardizing, automating, and integrating (GCOG approach) as one company, driving data integrity, and remaining agile to the evolving needs of customers and client Go-to-
• Market corporate and business unit strategies.
• The GCOG team will embrace industry leading capabilities, develop our talent and know-how, hold ourselves accountable to strong performance and operate by the highest values and culture of the
• company.

Accountabilities in this role

• As a member of the GCOG Portfolio Team this role is responsible for managing federal accounts including receivable balances, invoice submission, collection functions, account reconciliation, problem

resolution.

Specific Responsibilities:

• Candidate will work closely with other departments including Contracting, Credit, Billing, Database, Asset Management, and Accounts Receivable areas to identify and resolve issues affecting timely
• account payment. Furthermore, candidate must possess the ability to develop and foster business relationships with internal and external stakeholders.

This role will have the following responsibilities at different stages of the contracting lifecycle:

Portfolio Support- Provide customer assistance regarding invoices, accounts receivable balances, questions regarding their equipment, etc.

 Work with government customer contacts including Accounting, Pharmacists, Contract Representatives, and Contracting officers.

 Collaboration with other departments as needed for information or resolution.

Invoice Submission – Most federal invoices require electronic submission within the respective web

portals.

• DOD - submitted in ECAT or WAWF within the PIEE portal
• Veteran Affairs - submitted in Tungsten Portal
• Public Health - is submitted in the IPP portal if the contract is loaded, if not emailed.
• Bureau of Prisons - managed through a 3rd and handled as a large project.
• Manual invoice(s) create & send following our Sarbanes-Oxley Act (SOX) protocol

Review Government Invoicing Terms

• Verify period of performance dates are correct
• Verify that the funded amount matched the items and number of months
• Verify we can follow and comply with the invoicing requirements

Collections - Contact customers, communicating in a positive & friendly manner, via phone, email or formal letters as needed to collect payments in accordance with due dates,

• Manage Open Account Receivable balances identifying aging items, a skipped month, or patterns
• Notify management as an issues age, become more complex, or requires assistance
• Timely follow up on past due balances and payment arrangements
• Properly document collection efforts & status reporting; high level monthly reports provide status & path to resolution to upper management, daily aging reports provide details of the recent efforts

• Identify issues attributing to account delinquency
• Escalate delinquent accounts as per the escalation protocol
• Collaborate closely with other teams as needed
• Work with Database/Asset Management, etc., to correct entry errors and correct invoice(s) accordingly

• Monitor and follow up on the 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 which could be one contract or all active contracts for on a specific customer.

• Review Contract funding and line breakdown
• Review the All-Units Report showing the customer footprint
• Review the Submitted invoices
• Review the quotes including pricing, configuration, and quantities
• Review payments received and how they were posted
• Analyze and identify discrepancies

Other responsibilities can include:

• Training others
• Assisting other team members
• Special projects and ad-hoc reporting
• Support audit requirements.

• Candidate should be self-motivated, possess excellent research and organizational skills, and a strong ability to multi-task.
• Candidate should be able to work independently, set own priorities based on current PM 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 orientated, persistent, analytical & critical thinking skills, patient in stressful situations, reconciliation skills, working knowledge of spreadsheets (Excel) and word processing, excellent follow through; strong verbal & written skills; familiarity with computerized accounting / accounts receivable systems.
• Flexible prioritization while managing competing projects, deadlines, and daily responsibilities, make decisions under pressure, work extended hours, and work effectively in a team environment.
• Ability to work in a demanding fast-paced work environment with continual shifting priorities; and 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 orientated