Accounts Payable Specialist — Compliance & Vendor Management

1840 & Company; Gauteng; Presencial; ZAR 202 000 - 288 000; Tempo integral

Resumo da oferta

1840 & Company seeks an Accounts Payable Specialist – Compliance & Vendor Management to ensure each vendor is properly vetted, documented, and compliant before payments are issued. You will manage a robust vendor master file and drive data integrity across ERP/AP systems.

In a national construction/restoration setting, you will monitor certifications, maintain checklists, and collaborate with Procurement and Accounting to minimize compliance risk and support audits.

Qualificações

• 2+ years of experience in Accounts Payable, vendor management, or a compliance-focused finance role
• Experience with construction/restoration industry is strongly preferred
• Familiarity with W-9s, 1099s, COIs, and lien waivers
• Attention to detail to spot expired docs and mismatched records
• Ability to work independently to chase missing information
• Proficiency in Excel and ERP/AP systems

Responsabilidades

• Own end-to-end vendor onboarding: W-9s, COIs, lien waivers, licenses, documentation before payment
• Monitor insurance expirations and licensing renewals; proactively follow up
• Maintain compliance checklists per policy and regulations (IRS backup withholding, 1099s)
• Flag non-compliant or high-risk vendors and pause payments as needed
• Serve as primary owner of vendor master file; ensure accuracy and deduplication
• Standardize data entry for new vendor setup and updates
• Conduct periodic vendor database audits for duplicates or missing docs
• Collaborate with Procurement, PM, and Accounting to align vendor data
• Support audits with organized vendor and payment docs
• Ensure AP processes meet internal controls and separation of duties
• Assist with year-end 1099 prep
• Identify process gaps and propose improvements
• Act as point of contact for vendors and internal teams on compliance
• Support invoice processing accuracy and proper coding before payment
• Prepare vendor compliance status reports for leadership

Conhecimentos

Accounts Payable

Vendor Management

Compliance

Communication

Detail Orientation

Time Management

Ferramentas

Sage 300 CRE

Vista by Viewpoint

Procore

Descrição da oferta de emprego

About the Job Our client is a third-generation, family-owned leader in Commercial Construction and Disaster Restoration, serving clients nationally across the continental United States. For 75 years, our name has stood for one thing: getting the job done right — on time, on budget, and beyond expectations. With regional offices in Dallas-Fort Worth, Houston, Round Rock, and Placitas, and a network of 1,300+ partners through DKI, our client moves fast without losing sight of the details. That same standard applies behind the scenes — including in Accounts Payable, where accuracy and vendor accountability directly protect the company's ability to deliver. Our client is hiring an Accounts Payable Specialist – Compliance & Vendor Management to bring order, rigor, and reliability to our vendor and subcontractor ecosystem. This is not a transactional data-entry role. You will be the gatekeeper who ensures every vendor in our system is properly vetted, documented, and compliant before a dollar goes out the door, and you'll keep that vendor database clean, current, and audit-ready at all times. In a construction and restoration business operating across multiple states and industries (education, government, healthcare, hospitality, retail, industrial), vendor compliance isn't paperwork for its own sake — it's risk management. A missing W-9, an expired certificate of insurance, or a stale vendor record can expose the company to real financial and legal risk. You'll be the person who catches that before it becomes a problem.

Job Details Required Skills

• Employment Type: Full-Time Independent Contractor
• Department: Finance and Accounting
• Job Level: Intermediate
• Experience: 2 Years
• Business Model: Direct Sales, Made-to-Order, Marketplace for Physical Goods, SaaP (Service-as-a-Product)
• Qualification:
• 2+ years of experience in Accounts Payable, vendor management, or a compliance-focused finance role (construction, restoration, or field-services industry experience strongly preferred)
• Working knowledge of vendor compliance requirements: W-9s, 1099s, certificates of insurance, and lien waivers
• Sharp attention to detail — you notice the expired document, the mismatched address, the duplicate vendor ID
• Comfort working independently to chase down missing information without letting it slip
• Proficiency in Excel and experience with ERP/AP systems (Sage 300 CRE, Vista by Viewpoint, Procore, or similar construction-industry platforms is a plus)
• Strong written and verbal communication skills — you'll be following up with vendors and subcontractors regularly
• A process-oriented mindset: you don't just fix the problem in front of you, you fix the system that let it happen
• What Sets a Great Candidate Apart: Experience supporting audits (internal, external, or insurance-related)
• Familiarity with lien waiver tracking and subcontractor compliance in a general contractor or restoration environment
• A track record of cleaning up or building a vendor database from the ground up
• General Skills: Vendor Management, Process Improvement, Accounts Payable, Compliance Management
• Soft Skills: Communication, Attention to Detail, Time Management
• Additional Skills: Vendor compliance management (W-9s, 1099s, certificates of insurance, lien waivers), Vendor master data management and database integrity, ERP/AP systems (Sage 300 CRE, Vista by Viewpoint, Procore, or similar construction platforms), Subcontractor compliance and lien waiver tracking

Responsibilities

• Own the end-to-end vendor onboarding process: collecting and verifying W-9s, insurance certificates (COIs), lien waivers, licensing, and other required documentation before vendors are approved for payment
• Monitor certificate of insurance expirations and licensing renewals on an ongoing basis, proactively following up with vendors and internal stakeholders to prevent compliance lapses
• Maintain compliance checklists and thresholds in line with company policy, contract requirements, and applicable regulations (e.g., IRS backup withholding, 1099 reporting)
• Flag non-compliant or high-risk vendors and hold or elite payments accordingly
• Vendor Database Integrity: Serve as the primary owner of the vendor master file — ensuring accuracy, deduplication, and consistency across systems
• Standardize and enforce data entry protocols for new vendor setup and existing vendor updates (banking details, remit-to addresses, tax classifications)
• Conduct periodic vendor database audits to identify duplicates, outdated records, or missing documentation
• Partner with Procurement, Project Management, and Accounting to keep vendor data aligned across departments
• AP Compliance & Controls: Support internal and external audits by maintaining organized, retrievable vendor and payment documentation
• Ensure AP processes align with internal controls, segregation-of-duties standards, and company policy
• Assist with year-end 1099 preparation and filing
• Identify process gaps and recommend improvements to strengthen compliance and reduce manual risk
• Cross-Functional Collaboration: Act as the point of contact for vendors and internal teams on compliance questions and documentation status
• Support the broader AP team with invoice processing accuracy as needed, ensuring coding and compliance requirements are met before payment
• Prepare vendor compliance status reports for leadership review

Salary & Benefits

• Pay: Hourly, $ 11.00 – 11.00 Additional Requirements

Tech Requirements

• Windows or Mac

Language

English

About the Company

1840 & Company is a global organization focused on delivering innovative business solutions that help companies grow, scale, and succeed. Operating in over 150 countries, we support organizations through a range of workforce, operational, and business services designed to drive efficiency and long-term success.