The Opportunity
We are seeking an AP Specialist, Vendor Maintenance to join our hybrid Finance & Accounting team in Jacksonville, FL. The role is responsible for vendor onboarding and updates, ensuring vendor records, banking information, tax documentation, and related information are accurately maintained and processed in accordance with company policies and internal controls. The role is primarily focused on vendor maintenance and also provides support for travel and expense operations, including expense report auditing and related process improvement support as needed. This position is ideal for an experienced professional who brings strong judgment, attention to detail, and continuous‑improvement mindset.
Key Responsibilities:
Responsibilities include, but are not limited to:
- Process new vendor setups, vendor changes, and vendor deactivations in accordance with established procedures.
- Review vendor documentation, including W-9 forms, tax information, and required supporting documentation, for completeness and accuracy.
- Validate vendor banking information and updates while following established fraud-prevention verification procedures and internal controls.
- Support 1099 eligibility review and annual vendor tax reporting activities
- Maintain appropriate records and supporting documentation for vendor maintenance activities.
- Respond to internal and external inquiries related to vendor setup and maintenance processes.
- Support travel and expense operations by auditing expense vouchers and travel-related transactions and assisting with travel program administration.
- Identify exceptions, trends, or potential compliance risks and escalate findings to Accounts Payable leadership for review and resolution
Minimum Qualifications:
- 4+ years of experience in vendor maintenance, vendor onboarding, procurement support, accounts payable, or a related finance or business support function or a combination of education and experience
- Working knowledge of vendor setup and maintenance processes, including tax documentation, banking updates, supporting documentation requirements, and internal control expectations.
- Ability to work independently to review transactions and supporting documentation for accuracy, policy compliance, and exceptions, with the judgement to escalate issues appropriately.
- Proficiency in Microsoft Excel and demonstrated ability to work accurately within financial systems, ERP platforms, or other system-driven business applications.
- Strong organizational, prioritization, and problem-solving skills, with the ability to manage multiple priorities and meet deadlines
- High attention to detail, discretion, and commitment to maintaining accurate vendor records and protecting sensitive information.
Preferred Qualifications:
- Bachelor’s degree or higher in Accounting, Finance, Business, or a related field
- Experience with vendor master data controls, supplier validation, fraud-prevention controls, or 1099 reporting activities in an environment with established procedures and internal controls.
- Experience supporting corporate travel programs, employee expense reviews, or travel and expense system administration.
- Familiarity with digital tools used in accounts payable or vendor management processes, including automation, workflow tools, reporting, or AI-enabled solutions.
- Experience contributing to process improvement, documentation, standardization, reporting, or operational efficiency initiatives.
- Experience in AEC, professional services, project-based, or shared services business environments.
Benefits:
- Paid Vacation, Personal Time Off, and Holiday Pay
- 401(k) with Company Match
- Medical, Dental, and Vision Insurance
- Career Advancement Opportunities
- Professional Development and Training Support
- Pet Insurance
- And much more
If this sounds like the role for you and you're ready to join an amazing team, please apply.
An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
Please view Equal Employment Opportunity Posters provided by OFCCP here.
Please note: no agency representation or submissions will be recognized for this vacancy. Candidates should apply directly to this role to be considered. It is the responsibility of all third-party recruiting and employment agencies to know and adhere to our recruiting policy.
The Team
The Finance and Accounting team provides financial performance leadership to achieve business objectives; establishes and maintains strong working relationships with business and market leaders to understand their needs and collaborate on business solutions; and builds and facilitates shareholder and institutional relationships.
The Company
Employee-owned, RS&H is one of the nation’s leading architecture, engineering, and consulting firms, with associates who work hard every day to create tomorrow together. We offer an exceptional journey from start to future. Our integrated teams translate experience into insight, turn challenges into opportunities, and build relationships that are as strong as the buildings and infrastructure we deliver together. We attribute our success to our unwavering commitment to our core values: integrity, accountability, curiosity, and teamwork.