Vendor Services Coordinator

Description

Job Overview:

As an Accounts Payable Vendor Management Agent, you will be responsible for setting up and adjusting the status of all North Region vendors in the accounting systems and our third-party accounts payable invoice system, AvidXchange. You will also monitor vendor compliance qualifications in our third-party vendor compliance system, Vive, to ensure association vendors meet company requirements and minimize risk related to insurance coverage lapses. Additional responsibilities include vendor inquiries, cleanup and maintenance, and running vendor reports for statistical data.

This role reports to the Accounts Payable Supervisor within the AP Shared Services Department.


Your Responsibilities:

Vendor Screening & Setup

• Interface with vendors, managers, and outsourced qualification company to qualify vendors by obtaining W9s, COIs, etc.
• Assist with processing new vendor setups.
• Set up vendors in the accounting system and oversee updates of vendor qualifications in databases and enterprise software.
• Research vendor qualification status for invoices received from non-qualified vendors.
• Notify Community Managers of changes in vendor qualifications (e.g., expiration of certificates, licenses, or insurance carrier status).
• Maintain vendor setups in the accounting system.

1099s

• Prepare and issue 1099 & 1098 tax forms
• Complete B notices.
• Perform year-end vendor cleanup.

Other Duties

• Support internal and external information requests
• Resolve internal and external customer issues with prompt, effective communication.
• Run reports for vendor maintenance and statistics.
• Participate in meetings/work groups to integrate activities, communicate issues, obtain approvals, and resolve problems.
• Maintain regular and punctual attendance for shifts, meetings, and trainings.
• Perform special projects and other related duties as assigned.

Additional Responsibilities:

• Adhere to FirstService Residential Global Service Standards.
• Conduct business with the highest standards of personal, professional, and ethical conduct.
• Follow all safety precautions and company policies.
Assist with operations as needed to maintain workflow and meet schedules.

Skills & Qualifications:

• High School diploma required; 2–5 years of accounts payable experience preferred.
• Strong computer proficiency and systems knowledge.
• Excellent customer service skills.
• Strong verbal and written communication skills.
• Critical thinking, problem-solving, and decision-making abilities.
• Ability to prioritize, multi-task, and work independently. Highly organized, detail-oriented, and reliable.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word, Access)

Physical Requirements / Working Environment:

• Sitting at a desk for extended periods.
• Working at a computer throughout the day.
• Ability to lift up to 30 lbs.
• Reasonable accommodations available for individuals with disabilities.
• Hours may include evenings, holidays, and weekends based on business needs.

Disclaimer:

The above information is intended to describe the general nature and level of work performed. It is not an all-inclusive job description; management reserves the right to assign or reassign duties as needed.


Equal Opportunity Statement:

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, or any other protected status.


Accommodation Statement:

FirstService Residential welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the hiring and selection process.