Accounts Payable Specialist

Job Title: AP Vendor AnalystJob Description

The AP Vendor Analyst supports the Operational Finance Shared Services Department by processing accounts payable activities, administering downstream contracts and agreements, and ensuring vendor compliance from a legal, insurance, and risk perspective. This role collaborates closely with branch teams and the legal department to review and maintain contracts, set up vendors accurately, and keep all documentation organized and up to date. The position offers the opportunity to contribute to a growing department and help shape its processes and best practices.

Responsibilities

• Review and prepare purchase agreements, subcontracts, and other contracts as required for Operational Finance's Shared Services Department.

• Monitor the status of all pending contracts and organize, track, and maintain all fully executed agreements in an accurate and timely manner.

• Process accounts payable transactions, including AP invoices, purchase orders (POs), and W-9 forms for all executed contracts.

• Collect and verify insurance requirements, releases of liens, and other qualifying documents needed to ensure compliance for vendors, customers, and related parties.

• Analyze proposed changes to contract terms and conditions and coordinate approvals with branch leadership and the legal department in accordance with established limits of authority.

• Enter and commit all purchase agreements, budgets, subcontracts, and vendor contracts into Viewpoint or other designated systems.

• Collect and track downstream insurance requests and related documentation to maintain ongoing compliance.

• Set up new vendors accurately and maintain vendor records, including W-9 information and compliance documentation.

• Collaborate with branch teams to confirm that contract, vendor, and AP information is complete, accurate, and aligned with operational needs.

• Provide responsive customer service to internal stakeholders and external vendors, addressing questions and resolving issues related to contracts, AP, and vendor setup.

• Support project accounting activities by ensuring proper coding, documentation, and alignment of AP and vendor records with project requirements.

• Assist with month-end activities related to accounts payable, vendor compliance, and contract tracking as needed.

• Use Google Sheets and other Google Suite tools to track, analyze, and report on contracts, vendors, and AP activities.

Essential Skills

• Experience working with accounts payable vendors, including vendor setup, W-9 processing, and AP workflows.

• Demonstrated experience with vendor setup, W-9 administration, and accounts payable processes.

• Strong attention to detail with the ability to review contracts, documents, and data for accuracy and completeness.

• Strong customer service skills with the ability to communicate clearly and professionally with branch teams, vendors, and other stakeholders.

• Ability to collaborate with branch personnel to ensure contracts, vendor records, and AP information are correct and on track.

• Proficiency with Google Suite, including Google Sheets, for tracking, reporting, and data management.

• Experience with vendor compliance activities, including collection and verification of insurance and related documents.

• Familiarity with project accounting concepts and processes related to AP and vendor management.

• Ability to work with contract administration, including monitoring, tracking, and updating agreements.

• Strong organizational skills and the ability to manage multiple contracts, vendors, and AP tasks simultaneously.

Additional Skills & Qualifications

• Bachelor's degree in Accounting or Business Administration is preferred.

• Experience working in a shared services or centralized finance environment is beneficial.

• Experience with Viewpoint or similar ERP/accounting systems for entering and managing contracts, budgets, and vendor information.

• Comfort working in a growing department and contributing to process improvements and new workflows.

• Ability to interpret and support the review of contract terms and conditions in coordination with leadership and legal teams.

Work Environment

This role operates within an Operational Finance Shared Services environment that supports multiple branches and business units. The position uses tools such as Viewpoint (or similar ERP systems), Google Suite, and Google Sheets to manage contracts, vendors, and accounts payable activities. The role follows a hybrid work arrangement, with two days per week in the office (Tuesday and Thursday) and the remaining days working from home after the training period. The initial training period lasts approximately two weeks and is fully on site, with the exact duration determined by management. The work involves frequent communication with branch personnel and other internal stakeholders, as well as coordination with the legal team, in a professional office setting focused on accuracy, compliance, and service.

Job Type & Location

This is a Contract to Hire position based out of Tampa, FL.

Pay and Benefits

The pay range for this position is $21.63 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Tampa,FL.

Application Deadline

This position is anticipated to close on Jul 30, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.