Accounts Payable Specialist Compliance & Vendor Management

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 - Vendor Compliance & Risk Monitoring: 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 escalate 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, $ 7.50 – 7.50 Additional Requirements
• Tech Requirements: Windows
• 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.