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TYPE OF WORK
Full Time
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SALARY
$7-$10/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 Manager owns the money and the accuracy behind every CCS event, across all locations. You lead a team of Vendor Coordinators from all CCS branches, overseeing vendor registration, invoicing, payment tracking, and event-readiness communication company-wide.
This is a leadership and accounts role, not general admin. It directly impacts revenue, vendor trust, and whether every event across every market runs clean. Your job is to make sure your coordinators have the systems, training, and support to approve the right vendors, collect every invoice on time, prevent overbooking, and get every vendor to 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 able to lead a distributed team while holding the standard. You set the bar on billing accuracy, you catch problems before they reach event day, and you build the people and processes that scale as CCS grows.
Core Responsibilities
• Lead and manage a team of three Vendor Coordinators (one per market), overseeing daily billing operations across all CCS locations and holding the team to consistent standards on accuracy, response time, and vendor experience.
• Own billing oversight company-wide: monitor invoicing, payment tracking, and collections across every market, surface issues early, and step in to resolve escalated billing problems your coordinators can't.
• Track overall event booking across all markets (20+ events per month combined): monitor booking levels, flag events running low so the marketing team can get a promotional push, and ensure no event is overbooked.
• Own vendor communication end to end — supervise team to 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
• 3-6 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:
