Vendor Coordinator

Aston Carter•Tampa, FL

5d•$22 - $25•Hybrid

About The Position

The AP Vendor Analyst supports the Operational Finance Shared Services Department by processing accounts payable activities, administering downstream contracts and agreements, and ensuring vendor compliance from a legal, insurance, and risk perspective. This role collaborates closely with branch teams and the legal department to review and maintain contracts, set up vendors accurately, and keep all documentation organized and up to date. The position offers the opportunity to contribute to a growing department and help shape its processes and best practices.

Requirements

Experience working in a shared services or centralized finance environment is beneficial.
Experience with Viewpoint or similar ERP/accounting systems for entering and managing contracts, budgets, and vendor information.
Comfort working in a growing department and contributing to process improvements and new workflows.
Ability to interpret and support the review of contract terms and conditions in coordination with leadership and legal teams.

Nice To Haves

Bachelor’s degree in Accounting or Business Administration is preferred.

Responsibilities

Review and prepare purchase agreements, subcontracts, and other contracts as required for Operational Finance’s Shared Services Department.
Monitor the status of all pending contracts and organize, track, and maintain all fully executed agreements in an accurate and timely manner.
Process accounts payable transactions, including AP invoices, purchase orders (POs), and W-9 forms for all executed contracts.
Collect and verify insurance requirements, releases of liens, and other qualifying documents needed to ensure compliance for vendors, customers, and related parties.
Analyze proposed changes to contract terms and conditions and coordinate approvals with branch leadership and the legal department in accordance with established limits of authority.
Enter and commit all purchase agreements, budgets, subcontracts, and vendor contracts into Viewpoint or other designated systems.
Collect and track downstream insurance requests and related documentation to maintain ongoing compliance.
Set up new vendors accurately and maintain vendor records, including W-9 information and compliance documentation.
Collaborate with branch teams to confirm that contract, vendor, and AP information is complete, accurate, and aligned with operational needs.
Provide responsive customer service to internal stakeholders and external vendors, addressing questions and resolving issues related to contracts, AP, and vendor setup.
Support project accounting activities by ensuring proper coding, documentation, and alignment of AP and vendor records with project requirements.
Assist with month-end activities related to accounts payable, vendor compliance, and contract tracking as needed.
Use Google Sheets and other Google Suite tools to track, analyze, and report on contracts, vendors, and AP activities.