Vendor Payables Coordinator

Vendor Payables Coordinator

The Vendor Payables Coordinator is the regional SME for vendor-payable submissions via iProc. Owns the regional accounting inbox, monitors and validates invoices, creates POs for new vendors, coordinates approvals, submits items to the national team, tracks status, manages follow-ups, and serves as the single point of contact for vendors and internal stakeholders. Ensures timely, accurate payment processing and standardizes intake and submission processes across the region.

Key Responsibilities

• Manage the regional accounting inbox daily: triage, log and prioritize invoices/payment requests, validate completeness/accuracy against contracts/POs, gather missing documentation (W-9, contracts, vendor profiles, business justification), and route items to approvers.
• Create and submit POs for new vendors or engagements following regional and national requirements; collect required vendor documentation and ensure tax documentation is complete.
• Coordinate with approvers and the national/shared-services AP team: provide required backup, obtain approvals, submit invoices/POs per standards, and follow up until resolved or paid.
• Track submissions and statuses (using regional trackers/Smartsheet/Excel); audit vendor postings and RC Codes, update RC Codes as necessary, and reconcile/report KPIs (timeliness, error rates, outstanding items).
• Manage vendor-payables for Value Added Services and ensure producers are billed appropriately.
• Serve as regional point of contact for vendor and internal inquiries; escalate unresolved or complex issues to regional or national contacts and drive resolution.
• Maintain and update standardized processes, templates, checklists and FAQs to ensure consistency, audit-readiness, and compliance with company policy and tax requirements.

Required Qualifications

• Working knowledge of vendor setup requirements and tax documentation (e.g., W-9).
• Strong attention to detail, accuracy in data entry, and document control.
• Excellent written and verbal communication; comfortable interacting with vendors, approvers, and national teams.
• Ability to manage multiple priorities, respond to time-sensitive requests, and follow escalation protocols.

Preferred Qualifications

• Experience with national/shared-services AP teams and centralized submission processes.
• Familiarity with Smartsheet and Excel.
• Experience developing and maintaining process documentation and checklists.

Core Skills and Competencies

• Process orientation and continuous-improvement mindset.
• Customer-service orientation for internal stakeholders and external vendors.
• Strong organizational, investigative and problem-solving skills; dependable, confidential, and sound judgment handling financial documentation.

Performance Measures

• Invoice intake response time (receipt to logged/triaged).
• PO creation turnaround for new vendors/requests.
• Percentage of first-time accurate invoice submissions to national team.
• Number of outstanding vendor items beyond target days.
• Time-to-resolution for national-team follow-ups and escalations.
• Vendor and approver satisfaction (qualitative/quantitative feedback).

Systems, Tools and Documentation Owned

• Regional accounting inbox and ticketing/tracking systems/spreadsheets (Smartsheet/Excel).
• Vendor documentation repository, standardized checklists, submission templates, and KPI reporting dashboards.

Typical Day

• Morning: review inbox, log invoices, prioritize urgent items, update trackers.
• Midday: validate invoices, gather documentation, create POs, route to approvers.
• Afternoon: submit approved items to national team, follow up on pending submissions, respond to inquiries, update knowledge base and trackers.
• Ongoing: monitor status, escalate exceptions, prepare periodic reports for regional leadership.

Stakeholders

• Internal: regional finance and operations, approvers, requestors, procurement.
• External: vendors (onboarding, invoice queries) and national/shared-services AP team.

Compliance, Controls and Audit Responsibilities

Ensure vendor documentation and PO creation comply with company policy and tax requirements; maintain audit-ready records and follow escalation protocols for exceptions.

Education

High school diploma required; associate or bachelor's degree in accounting, finance, business administration, or related field preferred.

Working Conditions

Office-based or hybrid; typical business hours with occasional after-hours follow-up for critical payment deadlines; occasional vendor or cross-regional meetings.

We embrace a culture that celebrates and promotes the many backgrounds, heritages and perspectives of our colleagues and clients. Marsh & McLennan Agency offers competitive salaries and comprehensive benefits and programs including: health and welfare, tuition assistance, 401K, employee assistance program, career mobility, employee network groups, volunteer opportunities, and other programs.