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AP Vendor Compliance Specialist
AP Vendor Compliance SpecialistWhitaker Construction Co., Inc. • Brigham City, UT, United States
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AP Vendor Compliance Specialist

AP Vendor Compliance Specialist

Whitaker Construction Co., Inc. • Brigham City, UT, United States
22 hours ago
Job type
  • Full-time
Job description

The AP Vendor Compliance Specialist will manage all vendor compliance-related matters, including SCR filings, lien waivers, master service agreements (MSAs), and vendor creation and compliance requirements. This position ensures that all vendor processes are aligned with legal and company standards and helps streamline these processes for improved efficiency.

Whitaker Construction, founded in 1953, has over 70 years of experience in the heavy civil and underground utility construction industry. Whitaker, an ESOP (Employee Stock Ownership Plan) company, has become one of the largest contractors in the Intermountain area, with more than 600 employees and nearly 75 crews. We perform sanitary sewer, storm drain, culinary water, irrigation, earthwork, roadway construction,dams, landfills, natural gas pipelines, industrial piping, and telecommunication projects primarily in Utah, Idaho, Nevada, Wyoming, Colorado, and Oregon.

Responsibilities :

State Construction Registry (SCR) Filings :

  • Notice of Commencement : File Notices of Commencement for government jobs in a timely and accurate manner.
  • Preliminary Notice : Ensure original contractors file a Preliminary Notice to maintain lien rights.
  • Notice of Completion : File a Notice of Completion after substantial work is finished and ensure all remaining preliminary notices are filed promptly. This process requires internal attorney approval.
  • SOP Creation : Develop and document standard operating procedures (SOPs) for the SCR filing process.

Lien Waivers :

  • Review SCR filings to identify all subcontractors.
  • Monitor lien waiver hold codes and track waivers.
  • Obtain lien waivers before processing payments to subcontractors and work closely with Project Managers and Job Accountants to ensure all necessary documentation is completed.
  • Document and refine SOPs related to the lien waiver process.
  • Assist in identifying software solutions to improve tracking and efficiency, including cost-benefit analysis.

    • Master Service Agreements (MSAs) :

  • Obtain vendor information from the estimating team and proactively send MSAs and new vendor packets to vendors.
  • Update MSAs based on client feedback and collaborate with the CEO and outside legal counsel for approval of changes.
  • Follow up with vendors who have outstanding MSAs and ensure compliance.
  • Develop and document SOPs for the MSA process.

    • Accounts Payable Vendor Creation and Compliance :

  • Work with Job Accountants and Whitaker personnel to initiate vendor creation.
  • Send new vendor packets and MSAs to vendors to gather all necessary information.
  • Create vendors in the ERP system and follow the vendor review process.
  • Ensure strict adherence to vendor EFT procedures with setting up EFT payments.
  • Collaborate with Job Accountants to create a tracking system within the current ERP to monitor vendor compliance and payment requirements.

    • Qualifications :

  • Experience : Proven experience in vendor compliance, construction management, or a related field preferred.
  • Skills : Strong attention to detail, ability to manage multiple tasks, and excellent communication skills.
  • Technical Proficiency : Familiarity with ERP systems and understanding of vendor management processes.
  • Problem Solving : Ability to identify inefficiencies and propose improvements in processes.
  • Professionalism : Ability to work with various departments and external vendors while maintaining a high level of professionalism.

    • Whitaker Construction offers an exceptional benefit package including :

  • Employee Stock Ownership Plan (ESOP). Employees earn shares in the company - All employees have ownership in the company and its success
  • Competitive wages
  • Health, Dental, Vision, Life, Short-Term Disability, Supplemental Insurance
  • 401(k) with company match
  • Vacation
  • Paid Holidays
  • Quarterly Incentives (profit sharing)
  • Referral Bonuses
  • Employee Assistance Program (EAP)

    • Reasonable Accommodation Statement

    The ADA defines "reasonable accommodation" as a change or adjustment to a job or work environment that allows a qualified individual with a disability to satisfactorily perform the essential functions of a particular job, and does not cause an undue hardship for the employer.

    Whitaker Construction is an "equal opportunity employer." Whitaker will not discriminate and will take "affirmative action" measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, creed, color, national origin, or sex.

    Women and minorities are encouraged to apply.

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    Ap Specialist • Brigham City, UT, United States