Vendor Account Administrator

Position Summary:

A Vendor Account Administrator provides comprehensive administrative and financial support across all departments operating under the Chief Information Officer, including Marketing, Software Systems, Procurement & Contracts, Project Management, People Service, IT, and Security & Communications. This role is a remote and will serve as a central coordination point for departmental invoicing, vendor relations, account reconciliation, and budget tracking — including making purchases on behalf of various departments, ensuring all procurement activities align with company purchasing policies and budgetary guidelines — while maintaining financial accuracy and operational efficiency. 

Primary Responsibilities:

• Process and manage accounts payable for all CIO divisional invoices, ensuring accurate general ledger coding, timely approval routing, and on-schedule payment in accordance with company policies and vendor terms
• Perform monthly account reconciliation for all CIO division cost centers, identifying discrepancies, researching root causes, and working with appropriate stakeholders to resolve outstanding items promptly
• Communicate professionally and proactively with external service providers, vendors, and contractors regarding billing inquiries, payment status updates, and account-level questions to maintain positive working relationships
• Develop and maintain a working knowledge of vendor account structures, contract terms, and billing cycles across all CIO departments to ensure invoices are processed accurately and in alignment with negotiated agreements.
• Gather, organize, and summarize vendor payment history and transaction records to support internal audit preparation, budget reviews, and ad hoc reporting requests from department leadership
• Conduct budget-to-actual comparisons for all CIO department budgets on a recurring basis, clearly documenting and reporting variances to department heads and the CIO for timely corrective action
• Assist with cross-departmental tasks and special projects as directed by the CIO and individual department managers, adapting priorities to meet evolving business needs and deadlines
• Assist the People Services department with invoice processing for HR-related vendors and services, support ordering needs including office supplies, onboarding materials, and other departmental requests, and ensure all purchasing documentation is accurately completed and submitted in accordance with company policies
• Support the Procurement & Contracts team with purchase order tracking, and the preparation of vendor onboarding and compliance paperwork
• Coordinate with the Software Systems team to track software subscription invoices, monitor license renewal schedules, and reconcile SaaS billing statements against approved contracts and usage records
• Assist the Project Management team with project-level expense tracking, budget reporting, and document organization to ensure accurate financial visibility throughout the project lifecycle
• Support the Marketing department with invoice processing for advertising placements, creative services engagements, and media vendor payments, ensuring proper property/ departmental coding and approval workflows
• Process and route IT department invoices for approval, assist with IT-related purchasing requests including preparing purchase requisitions and obtaining necessary supporting documentation, and serve as a primary point of coordination between the IT department, Finance and Procurement to ensure accurate general ledger coding, timely approvals, and adherence to company purchasing policies
• Assist the Security & Communications department with billing management for security systems providers, telecommunications carriers, and communications services vendors
• Respond accurately and in a timely manner to internal stakeholders across CIO departments regarding budget inquiries, payment status, and vendor account details
• Support month-end and year-end financial close activities for the CIO division, including accrual preparation, documentation submission, and coordination with the Accounting team
• Perform other related duties as assigned by management in support of the CIO Division's operational and strategic objectives

Qualifications:

• 4 years of experience in accounts payable, administrative support, or financial operations support required
• 2 years supporting or managing budgets and financials and reporting
• Extensive and strong experience with MS Products (Word, Excel, PowerPoint, and Outlook)
• Extensive and strong experience utilizing cloud-based SaaS tools
• Strong interpersonal, verbal and written communication skills
• Strong project coordination and decision-making skills
• Demonstrates capacity for organization, attention to detail, prioritization, and documentation
• Willingness to take ownership and show initiative with minimal supervision or direction
• Ability to work effective on a team or alone, and work cooperatively with all level of associates
• A high level of integrity, professionalism, and attention to detail
• Follow Weidner’s Mission, Vision and Values and comply with all Weidner policies and procedures as well as all Fair Housing, local, state/province, and federal laws
• Prompt, regular attendance
• Work effectively and cooperatively in a team environment and/or independently
• Must agree to a criminal background check and sign an agreement for voluntary drug testing
• Valid and current driver’s license, vehicle and vehicle insurance
• Ability to travel as required, up to 5% of the time