Accounts Payable Vendor Specialist - Dallas Regional Office

Dominium • Dallas, TX

4d

About The Position

Dominium is helping tackle the affordable housing crisis – and we’re looking for motivated candidates to join our team and help further our mission. With offices in Minneapolis, Atlanta, Dallas and Phoenix, Dominium is one of the nation’s most respected and innovative affordable housing development and management companies. We create quality, affordable homes and engage with our residents daily to create a strong sense of community and connectivity. Join us in making a difference in people’s lives every day at a company where you can challenge yourself to develop both personally and professionally. POSITION SUMMARY: The Accounts Payable Vendor Specialist is responsible for maintaining complete, accurate, and compliant vendor records across the enterprise. This role processes vendor setups and changes, maintains insurance/COI compliance, performs IRS TIN verifications, and manages vendor related workflows through Zendesk and Vendor Café. The position provides secondary review/approval to strengthen internal controls, executes targeted vendor audits (duplicates, inactivation of dormant vendors, terms, and 1099 reportability), and supports vendor inquiries and statements. The role also contributes to fraud prevention efforts and supports the transition to Vendor Café and continuous improvement projects while delivering timely, professional service to internal teams and vendors.

Requirements

• High school diploma or equivalent required; accounting coursework or Associate’s/Bachelor’s degree preferred.
• 2+ years high volume Accounts Payable experience required, property management experience preferred.
• Experience with Yardi and familiarity with Vendor Café or similar ERP/vendor portal preferred.
• Experience with Zendesk or other ticketing systems preferred.
• Vendor administration experience including W9/1099, COI/insurance requirements, and IRS TIN verification.
• Ability to compile information and calculate basic mathematical results accurately such as totals, percentages, and differences.
• Ability to analyze documents (W9s, COIs), apply policy thresholds, and interact professionally with vendors and insurance carriers.
• Strong interpersonal skills with the ability to communicate effectively with diverse internal and external stakeholders.
• Ability to work collaboratively with personnel at all levels in a team environment to achieve optimal solutions for Dominium.

Responsibilities

• Completes the onboarding and setup of new vendors received through Zendesk, including manual setups or Vendor Café invitations.
• Reviews COI compliance verifies TIN verification, fraud prevention (duplicate detection and review of suspicious/inconsistent documentation), and completion of secondary review for new vendor setups.
• Processes vendor updates, including name changes, address updates, terms, Stop PO flags, property links, and other maintenance requests.
• Reviews COI renewals for compliance with coverage requirements and ensure COI expiration dates and insurance lifts are updated accurately.
• Responds promptly to new setup and change requests via email and Zendesk in accordance with department SLAs.
• Assists vendors with completing the onboarding process through Vendor Café and provide guidance on required documents.
• Conducts recurring audits of the vendor master file to identify duplicate or near duplicate records, outdated or inactive vendors, incorrect terms, inaccurate COI dates/lifts, and 1099 reportability issues. Document findings and partner with AP leadership on remediation.
• Assists with the review of vendor statements, communicate with vendors, and resolve discrepancies, requests, or issues in a timely and professional manner.
• Assists with the training of new employees on vendor setup processes.
• Participates in the review, development, and maintenance of AP Policies and Procedures.
• Performs any other authorized Accounts Payable functions necessary to ensure the proper and effective operation of the Accounts Payable Department.
• Other duties assigned by supervisor or upper management.

Benefits

• We offer a competitive salary, an incentive bonus program, training and development programs, career growth and community volunteer and outreach programs.
• We also provide a comprehensive benefits package for eligible employees, including Basic Life and AD&D; Employee, Spouse and Child Supplemental Life and AD&D; and Short and Long-Term Disability insurance.
• We also offer Medical, Dental and Vision coverage, with optional Health Savings Accounts, as well as Medical and Dependent Care Flexible Spending Accounts.
• We offer Voluntary Benefits (Accident, Critical Illness, Whole Life) and an Employee Assistance Program.
• Additionally, you have access to a 401(K) plan, Health and Financial Wellness Programs, Paid Time Off including Paid Holidays and Floating Holidays, Paid Parental Leave, Education Reimbursement, Employee Recognition and the Dominium Employee Emergency Fund.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED