Vendor Management

FirstService Residential
 Minneapolis, MN

Req Number: 51801

Full Time - Regular

The Company

As the leading residential property management company in North America, we work hard to help communities thrive. Our dedication, responsiveness and integrity are why thousands of communities across the U.S. and Canada choose FirstService Residential to manage their properties. For more than four decades, communities have counted on FirstService Residential for their Minnesota property management needs. We’ve got the Twin Cities covered, from Plymouth and Shakopee to Woodbury and downtown Minneapolis and St. Paul. For more information, visit www.fsresidential.com and Career FSR MN.

Job Summary

The Accounts Payable Vendor Management Agent is primarily responsible for setting up and adjusting the status of all the North Region vendors in the accounting systems and in our third party accounts payable invoice system, AvidXchange. The Accounts Payable Vendor Management Agent will also monitoring vendor compliance qualifications in our third party vendor compliance system, Vive, to determine whether the association vendors meet the company’s requirements. This is important to ensure we minimize lawsuits when there might potential be a lapses in insurance coverage. Additional accountabilities include vendor inquiries, vendor cleanup and maintenance, and running vendor reports for statistical data.

Essential Duties & Responsibilities

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The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

Vendor Screening & Setup

  • Interface with vendors/managers/and outsourced qualification company to qualify vendors by obtaining W9s, COIs, etc
  • Assist with processing new vendor set-ups
  • Set up 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 non-qualified vendors
  • Assist in understanding vendor qualification requirements
  • Notify Community Managers of changes in vendor qualifications, i.e., expiration of certificates and licenses, change in vendor insurance carrier status, etc.
  • Maintain the vendor set-ups in the accounting system.

1099s

  • 1099 & 1098 tax form preparation and issuance
  • Complete B notices
  • Year-end vendor cleanup

Other

  • Support internal and external information requests
  • 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
  • Follows processes and maintains quality
  • Raises issues as warranted on a timely basis
  • Other duties as assigned, including projects
  • Must maintain regular and punctual attendance to required shifts, meetings, trainings and related employment engagements to support position responsibilities and duties. Any alterations to required schedule must be reviewed and approved, in advance by your supervisor

Additional Responsibilities

  • Practice and adhere to FirstService Residential Global Service Standards.
  • Conduct business at all times with the highest standards of personal, professional and ethical conduct.
  • Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
  • Ensure all safety precautions are followed while performing the work.
  • Follow all policies and Standard Operating Procedures as instructed by Management.
  • Perform any range of special projects, tasks and other related duties as assigned.

Supervisory Responsibility

None

Education & Experience

  • High School diploma
  • Two to five years of accounts payable experience Preferred
  • Must have strong computer proficiency and systems knowledge

Knowledge, Skills & Proficiencies

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

  • Excellent customer service skills
  • Strong verbal and written communication skills
  • Critical thinking, problem solving, good judgment and decision making abilities
  • Ability to prioritize, multi-task, and work independently
  • Collaborative attitude and team player
  • Exceptional interpersonal skills
  • Highly organized and detail-oriented
  • Consistent professional demeanor
  • Work efficiently under pressure
  • Handle change in a positive manner
  • Reliable and discrete
  • Knowledge of Microsoft Office Suite – Excel, Outlook, Word and Access

Tools & Equipment Used

  • Computer, keyboard, mouse, printer, scanner, postage machine, etc.

Physical Requirements / Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.

  • Sitting at a desk for extended periods of time
  • Working at the computer throughout the day (keyboard and mouse use)
  • Ability to listen and focus for long periods of time
  • Ability to lift up to 30 lbs

Reasonable accommodations may be made to enable individuals with disabilities to perform the

Support