Accounts Payable-Coordinator

Responsibilities

• Create, maintain, and validate vendor records within the accounts payable system, ensuring accuracy, completeness, and compliance with internal policies and IRS requirements
• Perform validation of vendor tax documentation, including W-9 and W-8 forms, ensuring compliance with IRS TIN matching and reporting requirements
• Investigate and resolve discrepancies between vendor-submitted information and IRS records, including Tax ID and legal name mismatches
• Maintain audit logs, tracking tools, and documentation to support compliance, reporting, and audit readiness
• Perform daily review and quality control of vendor setups and updates to ensure data integrity
• Proactively identify errors or inconsistencies in vendor data and resolve issues within defined timelines to minimize operational risk
• Manage vendor and internal inquiries related to vendor setup, status, and verification processes, ensuring timely and professional resolution
• Process vendor onboarding requests and supporting documentation through designated intake systems and workflows
• Update vendor records in ERP systems upon receipt of proper approvals and documentation
• Monitor and maintain vendor activity, including inactivation and periodic review of inactive vendor records
• Support month-end close by ensuring vendor-related issues, rejections, and outstanding requests are resolved timely
• Enforce vendor maintenance policies and educate internal and external stakeholders on compliance requirements
• Collaborate cross-functionally with AP, Procurement, and Customer Service to resolve vendor data issues and improve processes

Qualifications

• High School Diploma or equivalent
• Minimum of 2 years’ experience in a high-volume accounts payable or vendor maintenance environment
• Working knowledge of IRS W-9, W-8, and 1099 reporting requirements
• Strong attention to detail and ability to manage multiple priorities in a fast-paced environment
• Preferred: Experience working in a large-scale vendor database environment (10,000+ vendors), experience with Oracle or similar ERP systems, exposure to audit support, compliance processes, or data governance control

Pay

$27.00-$29.00 Hourly DOE

Schedule

Mon-Fri, Onsite for Training, then move to Hybrid schedule