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TYPE OF WORK
Full Time
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SALARY
$4-$6 per hour
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HOURS PER WEEK
40
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DATE UPDATED
Jun 24, 2026
Vendor Account Manager
Charlie’s Collectible Show (CCS)
Full-Time | Monday–Friday | 9 AM – 5 PM US Eastern Time (10PM - 6AM Philippines Time)
About Charlie’s Collectible Show
Charlie's Collectible Show (CCS) is a family-friendly hobby and collectibles marketplace currently running weekly events in Atlanta and Houston, with Raleigh launching this year and Orlando and Chicago planned next. We host anime markets, TCG conventions, retro gaming expos, artist alleys, and competitive tournaments — bringing collectors, vendors, artists, and fans of anime, gaming, and collectibles together under one roof. Every event has free entry and free parking.
CCS is built on community. We create spaces where fandom connects in real life, and our vendors are at the center of that. As a Vendor Coordinator, you are the primary point of contact for the Family Vendors who make each show happen — recruiting them, onboarding them, and supporting them week to week. Their success is the business, and your role is to keep that relationship strong.
Position Summary
The Vendor Billing & Accounts Specialist owns the money and the accuracy behind every CCS event. You manage vendor registration, invoicing, payment tracking, and event-readiness communication across multiple markets at once.
This is an operations and accounts role, not general admin. It directly impacts revenue, vendor trust, and whether each event runs clean. Your job is to make sure the right vendors are approved, every invoice is collected on time, no event is overbooked, and every vendor walks in on event day knowing exactly where to go and what to expect.
We're looking for someone who is precise with numbers, organized under pressure, and confident enough to hold a deadline with a vendor while keeping the relationship warm. That balance — firm on policy, generous in tone — is the actual skill this job is built on.
Core Responsibilities
• Process a high volume of vendor sign-ups daily, managing registration and approvals while keeping accurate records (we use Notion; experience with it is a plus)
• Oversee overall event booking across 5–8 events per month: track booking levels, flag events running low so the marketing team can get a promotional push, and monitor capacity closely to prevent overbooking.
• Own vendor communication end to end — manage vendor inboxes and respond clearly, professionally, and on time.
• Own the full vendor workflow from booking through event day: general communication, vendor prep support, load-in/load-out coordination, and building the vendor map to finalize table placement accurately — so everything on the vendor side is ready for a successful market.
• Keep vendor data clean, current, and trustworthy, using Excel and strong number sense to catch errors before they reach event day.
• Author and revise vendor Standard Operating Procedures (SOPs) to continuously improve our vendor systems and workflow.
Qualifications
• 2-5 years in accounts receivable, billing, invoicing, or high-accuracy administrative/operations roles (e.g., AR, billing coordination, bookkeeping, law or medical office administration).
• Proven accuracy with numbers and detail — you catch the wrong amount, the duplicate sign-up, or the unpaid vendor before it reaches event day.
• Strong organizational and time-management skills, with the ability to run billing and communication across multiple events and markets at once without losing track.
• Comfort enforcing deadlines and policies directly and professionally, while keeping vendor relationships warm.
• Proficient in Notion (Notion is preferred but other project management softwares Clickup, Asana, Monday etc are acceptable as well)
• Strong Excel skills and confidence working with data to keep records clean and trustworthy.
Experience with invoicing platforms — Square preferred.
• Clear, professional written communication.
• Comfort in a fast-paced environment where timelines and high volume are the norm.
Why Join CCS?
You won't just process invoices — you'll be the reason small-business owners trust us with their weekend, their booth, and their livelihood. Your accuracy keeps our revenue clean and shapes how every vendor experiences CCS. This is a high-impact role with real ownership and a clear path to lead: the on-ramp to Vendor Manager as we expand into Raleigh, Orlando, and Chicago. If you want to build strong systems that build strong communities, this is built for you.
Apply here:
