AP Specialist, Vendor Maintenance

RS&H•Jacksonville, FL

8h•Hybrid

About The Position

We are seeking an AP Specialist, Vendor Maintenance to join our hybrid Finance & Accounting team in Jacksonville, FL. The role is responsible for vendor onboarding and updates, ensuring vendor records, banking information, tax documentation, and related information are accurately maintained and processed in accordance with company policies and internal controls. The role is primarily focused on vendor maintenance and also provides support for travel and expense operations, including expense report auditing and related process improvement support as needed. This position is ideal for an experienced professional who brings strong judgment, attention to detail, and continuous‑improvement mindset.

Requirements

4+ years of experience in vendor maintenance, vendor onboarding, procurement support, accounts payable, or a related finance or business support function or a combination of education and experience
Working knowledge of vendor setup and maintenance processes, including tax documentation, banking updates, supporting documentation requirements, and internal control expectations.
Ability to work independently to review transactions and supporting documentation for accuracy, policy compliance, and exceptions, with the judgement to escalate issues appropriately.
Proficiency in Microsoft Excel and demonstrated ability to work accurately within financial systems, ERP platforms, or other system-driven business applications.
Strong organizational, prioritization, and problem-solving skills, with the ability to manage multiple priorities and meet deadlines
High attention to detail, discretion, and commitment to maintaining accurate vendor records and protecting sensitive information.

Nice To Haves

Bachelor’s degree or higher in Accounting, Finance, Business, or a related field
Experience with vendor master data controls, supplier validation, fraud-prevention controls, or 1099 reporting activities in an environment with established procedures and internal controls.
Experience supporting corporate travel programs, employee expense reviews, or travel and expense system administration.
Familiarity with digital tools used in accounts payable or vendor management processes, including automation, workflow tools, reporting, or AI-enabled solutions.
Experience contributing to process improvement, documentation, standardization, reporting, or operational efficiency initiatives.
Experience in AEC, professional services, project-based, or shared services business environments.

Responsibilities

Process new vendor setups, vendor changes, and vendor deactivations in accordance with established procedures.
Review vendor documentation, including W-9 forms, tax information, and required supporting documentation, for completeness and accuracy.
Validate vendor banking information and updates while following established fraud-prevention verification procedures and internal controls.
Support 1099 eligibility review and annual vendor tax reporting activities
Maintain appropriate records and supporting documentation for vendor maintenance activities.
Respond to internal and external inquiries related to vendor setup and maintenance processes.
Support travel and expense operations by auditing expense vouchers and travel-related transactions and assisting with travel program administration.
Identify exceptions, trends, or potential compliance risks and escalate findings to Accounts Payable leadership for review and resolution