VENDOR RELATIONS SPECIALIST 

Premier Swim Academy | Premier Aquatics 

ROLE OVERVIEW 

The Vendor Relations Specialist is a dual-company role supporting Premier Swim Academy and Premier  Aquatics. This position owns the end-to-end accounts receivable process for charter school and regional center  partnerships, while also managing vendor compliance, community outreach, and family-facing communication  across both organizations. 

This is an analytical, detail-oriented role that requires equal comfort with backend financial tracking and front facing client communication. The ideal candidate is organized, proactive, and confident navigating collections  conversations with empathy and professionalism. 

CORE RESPONSIBILITIES 

1. Accounts Receivable — Charter & Regional Center  

• Apply and track payments and balances through JackRabbit program registration software; maintain up-to date records for all charter and regional center accounts 

• Invoice charter schools and regional centers accurately and on schedule using applicable billing systems  while tracking such 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; conduct assertive, professional collections calls and follow-ups • Process prorated billing accurately per agreed pricing and policy; no corner cutting 

• Handle complex billing splits and other special case billing scenarios 

2. Vendor Compliance & Application Management 

• Work with Charter Schools and Regional Centers to ensure PSA and PAS are in good standing to continue  to operate as a vendor 

• Own the full vendor application process: collect, organize, and submit all required compliance documents ◦ W-9, Business License, Certificate of Insurance (COI) 

◦ Mandated Reporter Training confirmation 

◦ DOJ clearance letter and any other required documentation 

• Track expiration dates and initiate renewals proactively before lapse

• Update pricing across applicable schools whenever rate changes occur; confirm updated rates are  reflected in all systems 

• Use charter and regional center portals and systems to invoice and manage account activity 

3. Family Onboarding & Account Management 

• Conduct onboarding calls with new charter and regional center families; brief them on policies and billing  procedures 

• Set up billing in JackRabbit with correct charter designation and relevant notes in family/billing records • Communicate program requirement parameters  

• Serve as primary point of contact for escalations; resolve account disputes and complex billing questions • Set and conduct appointments with charter and regional families regarding account status and vendor related concerns 

• Check in regularly with GMs and Admin Managers on specific account updates, flags, and exceptions 

4. Vendor & Community Relations 

• Build and maintain relationships with charter schools, regional centers, and community partners • Initiate outreach to prospective charter and regional partners to establish new vendor agreements • Attend in-person school fairs, community events, and outreach functions as a representative of Premier  Aquatics 

• Coordinate scholarship and pool rental inquiries; support research on new community partnership  opportunities 

• Support business development by identifying and initiating relationships with new regional and charter  organizations 

QUALIFICATIONS 

Required 

• Strong analytical and computer skills; high proficiency with data entry, billing systems, and spreadsheet  tools 

• Experience in accounts receivable, billing coordination, or a related financial operations role • Comfortable making collections calls; able to communicate assertively while maintaining professionalism  and empathy 

• Excellent written and verbal communication; able to explain complex billing and policy information clearly to  families 

• Highly organized with strong attention to detail; able to manage multiple accounts and deadlines  simultaneously 

• Understanding of the U.S. public education system, including charter schools and regional center funding  models 

• Reliable, self-directed, and capable of working with minimal supervision across two organizations 

Preferred 

• Experience working with JackRabbit, OPS systems, or similar customer/billing management platforms • Background in youth sports, aquatics, education, or community programs 

• Prior vendor management or B2B account coordination experience 

• Bilingual (English/Spanish) a plus

PERFORMANCE STANDARDS 

This role is held to the following non-negotiable standards: 

• All vendor agreements, purchase orders, and compliance documents are processed on time with zero  lapses 

• Charter and regional center families are billed accurately with correct designations; billing errors are self caught and corrected before escalation 

• Outstanding balances are actively followed up within defined timelines; collections are never left idle • Pricing updates are reflected in all applicable systems within 48 hours of notification • Onboarding calls are completed before any charter family's first lesson 

• All policies are followed as written; no shortcuts on prorating, invoicing, or payment application 

REPORTING & COLLABORATION 

This role reports to Nia Ginanto. Day-to-day operational coordination occurs with site leadership across both  organizations. General Managers at both locations retain overall accountability for output quality and will serve as  day-to-day operational contacts. 

The Vendor Relations Specialist does not operate in isolation. Regular check-ins with site leadership are  expected. All final hiring decisions require approval from Nia and Sal. 

WORK CONDITIONS 

• Primary schedule: in-person, rotating between PSA and PA locations 

• Remote or hybrid schedule may be considered for exceptional candidates 

• Occasional evening or weekend availability may be required for community events Premier Swim Academy | Premier Aquatics | Confidential — Internal Use Only