Vendor Relations & Accounts Payable Coordinator

Position Summary

• The Vendor Relations & Accounts Payable Coordinator is responsible for coordinating and maintaining relationships with independent contractors and supporting administrative and accounts payable functions. This position oversees contractor onboarding, documentation, compliance tracking, payment coordination, and recordkeeping to help ensure operational efficiency and adherence to established business requirements. Bilingual English/Spanish preferred.

Key Responsibilities

• Coordinate onboarding for independent contractors, including collecting required documentation such as tax forms, proof of insurance, applicable licenses, certifications, eligibility documents, and signed agreements.
• Maintain accurate, complete, and up-to-date contractor files, ensuring documentation is properly organized, confidential, and readily available for review or audit purposes.
• Monitor contractor documentation and compliance requirements, including insurance coverage, licenses, certifications, and other required records. Follow up on missing, incomplete, or expired documentation.
• Communicate expectations, business standards, scheduling needs, and service requirements to independent contractors.
• Serve as a primary point of contact for contractor questions, documentation requests, updates, and scheduling changes.
• Review, verify, enter, and coordinate weekly payments to independent contractors in accordance with established procedures.
• Establish and maintain effective working relationships with internal departments, including operations, scheduling, management, and accounting, to support communication and daily business activities.
• Prepare and distribute weekly and monthly contractor reports for management, including documentation status, payment information, performance, and outstanding issues.
• Monitor contractor records, reliability, performance concerns, and outstanding administrative items.
• Compile and maintain supporting documentation for year-end tax reporting, including preparation assistance related to Form 1099 processing.
• Address contractor-related questions and concerns professionally and escalate issues to management when appropriate.
• Maintain positive working relationships with contractors while reinforcing established business policies, documentation standards, and operational expectations.
• Support Accounts Payable activities by compiling invoices and supporting documentation, entering information accurately, and assisting with timely payment processing.
• Provide backup support for Accounts Payable functions as needed to maintain workflow continuity and processing accuracy.
• Perform other duties and administrative responsibilities as assigned.

Minimum Requirements

• High school diploma or equivalent required; associate degree in business administration, accounting, human resources, or a related field preferred.
• 1–2 years of experience in administrative support, contractor coordination, accounts payable, payroll, human resources, or compliance-related functions.
• Previous experience working with independent contractors, vendors, or 1099 workers preferred.
• Basic understanding of independent contractor documentation and tax requirements, including W-9 forms, proof of insurance, and contractor agreements.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Ability to review, organize, and maintain confidential records and documentation.
• Proficiency in Microsoft Office applications, particularly Excel and Outlook.
• Experience with accounting, payroll, customer relationship management, scheduling, or other business management software preferred.
• Strong written and verbal communication skills, with the ability to interact professionally with contractors, management, and internal departments.
• Ability to manage multiple priorities, meet recurring deadlines, and work effectively in a fast-paced business environment.
• Excellent organizational, follow-up, and problem-solving skills.
• Dependable, professional, and capable of handling sensitive business and financial information with discretion.

Preferred Skills (Not Required)

• Previous experience in a service-oriented, construction, field operations, or vendor-based business environment.
• Experience coordinating independent contractors, vendors, or third-party service providers.
• Familiarity with W-9 forms, certificates of insurance, contractor agreements, licenses, and compliance documentation.
• Experience processing contractor payments, invoices, payroll, or accounts payable transactions.
• Basic knowledge of year-end 1099 preparation and supporting documentation.
• Intermediate Excel skills, including sorting, filtering, basic formulas, and report preparation.
• Experience preparing weekly and monthly reports for management.
• Strong follow-up skills and the ability to track outstanding, missing, or expired documentation.
• Bilingual English/Spanish preferred.