Vendor Compliance Specialist

Firstservice Residential Hollywood, FL
compliance vendors accounting compliance setup maintenance accounting system qualification software communication team management education
September 3, 2023
Firstservice Residential
Hollywood, FL
FULL_TIME

Job Summary



Responsible for obtaining all documentation necessary to complete a thorough review of all new vendors to ensure they meet our standard vendor compliance qualifications, and then completing the new vendor setup in the necessary accounting systems/applications. Additional accountabilities include vendor inquiries, vendor maintenance/updates, cleanup, and running vendor reports for statistical data.



Essential Duties & Responsibilities



  • Responsible for properly vetting new vendors and updating all existing vendors in the South Region that are not yet fully integrated with our third-party vendor compliance system, VIVE.

  • Interface with vendors, managers, and third-party vendor certification provider to qualify vendors by obtaining W9s, COIs, business licenses, and trade licenses (where required).

  • Validating vendor information to ensure adherence to internal risk protocols and the safeguarding of company and client assets
  • Set up new vendors in the accounting system, oversee the update of vendor qualification in database and in enterprise software
  • Research vendor qualification status for invoices received from new, non-qualified vendors
  • Notify Community/Property/Strata Managers of changes in vendor qualifications, i.e., expiration of certificates and licenses, change in vendor insurance carrier status, etc.

  • Maintain the vendor setup in the accounting system.


Additional Duties & Responsibilities



  • Resolve internal and external customer issues utilizing prompt, effective communication.

  • Perform any range of special projects, tasks and other related duties as assigned.

  • Run reports for vendor maintenance and statistics.

  • Participate in meetings/work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.

  • Works well within a team atmosphere and handles client interaction professionally.

  • Follow all policies and Standard Operating Procedures as instructed by Management.

  • Raises issues as warranted on a timely basis.

  • Other duties as assigned, including projects.

  • Always conduct business with the highest standards of personal, professional, and ethical conduct.


Education & Experience



Associate's Degree in Accounting/Business or related field from an accredited college or university preferred and one to two years of experience in a Accounts Payable, working with Vendors, or equivalent combination of education and industry experience.

Knowledge, Skills & Proficiencies

  • Must have strong computers and systems knowledge and proficiency.
  • Excellent customer service skills.

  • Strong verbal and written communication skills.

  • Detail oriented and strong organizational skills.

  • Ability to work with sensitive or confidential information.

  • Ability to meet deadlines and work well under pressure.

  • Ability to work in a team environment as well as independently and be self-driven
  • Critical thinking, problem solving, judgment and decision making abilities.


Tools & Equipment Used



Computer and peripherals, standard and customized software applications and tools, and usual office equipment.



Physical Requirements/Working Environment



This position works under usual office conditions. The employee is required to work at a personal computer as well as be on the phone for extended periods of time. Must be able to stand, sit, walk and occasionally climb. The incumbent must be able to work extended and flexible hours and weekends as needed. Physical demands include ability to lift up to 30 lbs.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



Travel

Work involves no or minimal travel.



Disclaimer



The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.


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