Vendor Payables Coordinator

Marsh•Dallas, TX

2d•Hybrid

About The Position

The Vendor Payables Coordinator is the regional subject matter expert for vendor-payable submissions via iProc. This role owns the regional accounting inbox, monitors and validates invoices, creates purchase orders (POs) for new vendors, coordinates approvals, submits items to the national team, tracks status, manages follow-ups, and serves as the single point of contact for vendors and internal stakeholders. The coordinator ensures timely and accurate payment processing and standardizes intake and submission processes across the region.

Requirements

Working knowledge of vendor setup requirements and tax documentation (e.g., W-9).
Strong attention to detail, accuracy in data entry, and document control.
Excellent written and verbal communication; comfortable interacting with vendors, approvers, and national teams.
Ability to manage multiple priorities, respond to time-sensitive requests, and follow escalation protocols.

Nice To Haves

Experience with national/shared-services AP teams and centralized submission processes.
Familiarity with Smartsheet and Excel.
Experience developing and maintaining process documentation and checklists.

Responsibilities

Manage the regional accounting inbox daily: triage, log and prioritize invoices/payment requests, validate completeness/accuracy against contracts/POs, gather missing documentation (W-9, contracts, vendor profiles, business justification), and route items to approvers.
Create and submit POs for new vendors or engagements following regional and national requirements; collect required vendor documentation and ensure tax documentation is complete.
Coordinate with approvers and the national/shared-services AP team: provide required backup, obtain approvals, submit invoices/POs per standards, and follow up until resolved or paid.
Track submissions and statuses (using regional trackers/Smartsheet/Excel); audit vendor postings and RC Codes, update RC Codes as necessary, and reconcile/report KPIs (timeliness, error rates, outstanding items).
Manage vendor-payables for Value Added Services and ensure producers are billed appropriately.
Serve as regional point of contact for vendor and internal inquiries; escalate unresolved or complex issues to regional or national contacts and drive resolution.
Maintain and update standardized processes, templates, checklists and FAQs to ensure consistency, audit-readiness, and compliance with company policy and tax requirements.