1840&Company
Accounts Payable Specialist — Compliance & Vendor Management Accounts Payable Specialist — Compliance & Vendor Management Mooring Remote, Makati City, National Capital Region (Metro Manila), Philippines Apply Now Non-Negotiable 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. 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 Overview Employment Type: Full-Time Independent Contractor Department: Finance And Accounting Job Level: Intermediate Education & Experience Years Of Experience: 2 Years Business Model: Direct Sales Made-To-Order Marketplace For Physical Goods SaaP (Service-As-A-Product) Minimum Education Level: 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 Skills Tools/Platforms: Audit / Workpaper Tools Procore Vendor Management Systems Sage 300 CRE Vista By Viewpoint 1099 / Tax Reporting Tools Microsoft Excel 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 Common Methodologies/Frameworks: Stakeholder Management Accounts Payable Processing Compliance Auditing And Monitoring Accounts Payable Compliance Vendor Onboarding & Compliance Management Vendor Master Data Management Vendor Risk 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 General Skills: Vendor Management Process Improvement Accounts Payable Compliance 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 Soft Skills: Attention To Detail Time Management Communication 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 Requirements Technological Requirements: Language: English Location: Philippines 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 Working Hours Flexible working hours
1840&Company
