Vendor Payables Coordinator at Marsh &… · Dallas

Vendor Payables Coordinator Location: Dallas - 13155 Noel Company: Marsh McLennan Agency Description: Vendor Payables Coordinator Job summary 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. For more information about our company, please visit us at: http://marshmma.com/careers.