Accounts Payable Coordinator

Accounts Payable-Vendor Maintenance Coordinator

We are seeking a detail-oriented and highly accountable Vendor Maintenance Coordinator to support enterprise-level vendor master data and compliance operations. This role is responsible for the creation, validation, and ongoing maintenance of vendor records across a large, complex vendor population.

This position plays a critical role in protecting the organization from fraud and compliance risk by ensuring all vendor data is accurate, validated, and maintained in accordance with IRS regulations and company policies. The ideal candidate demonstrates strong ownership, operates independently, and ensures all vendor records meet audit-ready standards.

Responsibilities:

• Create, maintain, and validate vendor records within the accounts payable system, ensuring accuracy, completeness, and compliance with internal policies and IRS requirements
• Perform validation of vendor tax documentation, including W-9 and W-8 forms, ensuring compliance with IRS TIN matching and reporting requirements
• Investigate and resolve discrepancies between vendor-submitted information and IRS records, including Tax ID and legal name mismatches
• Maintain audit logs, tracking tools, and documentation to support compliance, reporting, and audit readiness
• Perform daily review and quality control of vendor setups and updates to ensure data integrity
• Proactively identify errors or inconsistencies in vendor data and resolve issues within defined timelines to minimize operational risk
• Manage vendor and internal inquiries related to vendor setup, status, and verification processes, ensuring timely and professional resolution
• Process vendor onboarding requests and supporting documentation through designated intake systems and workflows
• Update vendor records in ERP systems upon receipt of proper approvals and documentation
• Monitor and maintain vendor activity, including inactivation and periodic review of inactive vendor records
• Support month-end close by ensuring vendor-related issues, rejections, and outstanding requests are resolved timely
• Enforce vendor maintenance policies and educate internal and external stakeholders on compliance requirements
• Collaborate cross-functionally with AP, Procurement, and Customer Service to resolve vendor data issues and improve processes
• Adherence to and compliance with information systems security is everyone's responsibility. It is the responsibility of every computer user to: Know and follow Information Systems security policies and procedures. Attend Information Systems security training, when offered. Report information systems security problems.

Qualifications: Education & Industry Experience

Required:

• High School Diploma or equivalent
• Minimum of 2 years' experience in a high-volume accounts payable or vendor maintenance environment
• Working knowledge of IRS W-9, W-8, and 1099 reporting requirements
• Strong attention to detail and ability to manage multiple priorities in a fast-paced environment

Preferred:

• Experience working in a large-scale vendor database environment (10,000+ vendors)
• Experience with Oracle or similar ERP systems
• Exposure to audit support, compliance processes, or data governance control

GMR's Core Behaviors keep care at the center, raise your hand, seek to understand, find a way together and be accountableunite our teams and set us apart in emergency medical services.

EEO Statement

Global Medical Response and its family of companies are an Equal Opportunity Employer, which includes supporting veterans and providing reasonable accommodations for individuals with a disability.