Accounts Payable Vendor Relations Coordinator

Meriton is a national team of experts driving HVAC innovation through a network of high-performing companies. From strategy and support to systems and solutions, we work behind the scenes to strengthen operations and build value—for our partners and our people.

If you’re looking to make an impact, we’re glad you’re here. At Meriton, you’ll join a team that believes in big ideas, doing great work, and building careers that matter—every step of the way.

Vendor Relations Coordinator 

Reports To: Vendor Relations Supervisor
Department: Shared Services Center (SSC) – Accounts Payable 
Location: Irving, TX
FLSA Status: Non-Exempt

Role Summary 

Team: Vendor Relations Team 
Scope: U.S. operations; vendor helpdesk case logging, correspondence, documentation, and reconciliation support 

The Vendor Relations Coordinator provides administrative and service delivery support to the centralized AP helpdesk within the Shared Services Center. This role ensures that all vendor inquiries, and cases are properly logged, tracked, and resolved in line with established SLAs and compliance requirements. 

As Meriton scales from rapidly, this position supports a high-volume, service-oriented environment by maintaining process discipline, communication consistency, and control documentation. The Coordinator plays a critical role in ensuring visibility into vendor case activity and supports reconciliation efforts that uphold vendor satisfaction and AP subledger accuracy. 

 

Shared Services & Scale Priorities 

• Case Management Discipline: Ensure all vendor inquiries are logged, categorized, and tracked through to closure using the approved case management tool. 

• Vendor Communication: Manage incoming correspondence with professionalism and attention to detail; maintain complete documentation for all exchanges. 

• Statement Coordination: Collect, organize, and index vendor statements to enable accurate and timely reconciliation. 

• Compliance & Audit Readiness: Maintain complete audit trails for all cases and reconciliations. 

• Scalability: Streamline documentation and data collection processes to handle increased case volume without compromising service quality. 

 

Core Responsibilities 

 

Helpdesk & Case Management Support 

• Monitor the shared AP helpdesk inbox and ticketing system (e.g., ServiceNow, Zendesk, or equivalent). 

• Create and categorize new cases, ensuring each inquiry is logged with complete information (vendor ID, BU, category, SLA). 

• Route tickets to the appropriate Analysts or AP Operations partners for resolution; follow up on overdue cases. 

• Maintain real-time tracking and reporting of open vs. closed tickets. 

• Draft vendor correspondence for common inquiries (payment status, statement requests, remittance detail). 

Statement Reconciliation Support 

• Request and collect vendor statements on a scheduled cadence; ensure coverage across all assigned vendors. 

• Log receipt and maintain index of statements by vendor, BU, and reconciliation period. 

• Assist Analysts with reconciliation data preparation by providing statements, remittance detail, or proof of payment. 

• File completed reconciliations with standardized naming conventions and storage protocol for audit readiness. 

Documentation & Quality Control 

• Maintain case notes, communication logs, and validation documentation for all interactions. 

• Support team QA activities by verifying accuracy and completeness of logged information. 

• Identify recurring inquiry types or documentation gaps and suggest knowledge base updates. 

Continuous Improvement & Service Enablement 

• Support deployment of knowledge base and FAQ resources to enhance vendor self-service. 

• Participate in process improvement sprints focused on case handling, vendor satisfaction, and response efficiency. 

• Escalate systemic issues or frequently recurring vendor concerns to the Supervisor. 

 

Cross-Pillar Collaboration 

 

• With AP Operations: Forward or track resolution of invoice or related issues. 

• With Vendor Master & Onboarding: Provide vendor master details when required to resolve vendor identity or setup questions. 

• With Vendor Relations Analysts: Ensure all statements and documentation are available for reconciliation; share case insights. 

• With Programs & Analytics: Provide case data for dashboarding and trend analysis. 

• With Controllership: Support requests for vendor evidence and reconciliation support during audits or close cycles. 

 

Qualifications 

• Associate or Bachelor’s degree in Business, Accounting, or related field preferred. 

• 1–3 years of experience in Accounts Payable, administrative support, or customer service. 

• Familiarity with ticketing or case management tools (e.g., ServiceNow, Zendesk, Freshdesk). 

• Proficiency in Microsoft Outlook and Excel; Power BI exposure preferred. 

• Strong written communication skills, attention to detail, and organizational discipline. 

• Service-oriented mindset with the ability to prioritize in a high-volume environment. 

 

Key Success Metrics 

Case Management	% tickets logged accurately; SLA compliance rate
Documentation Quality	% cases with complete notes and attachments
Statement Coordination	% of statements collected on schedule; zero missing reconciliations
Service Quality	Vendor response time; escalation rate reduction
Audit Readiness	100% traceable documentation for audit requests

 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essentials functions. The noise level in the work environment is usually moderate. The workplace is in a corporate office environment and the temperature in the work environment is usually moderate. The position’s primary office is the Shared Services, Irving, TX office; however, telework or work at home, on the road, or in a satellite location for portions of the workweek may occur, depending upon project needs and requirements in coordination with your direct supervisor and/or most senior leader of your department. Occasional travel may be required.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essentials functions.

• Must be able to walk, bend, stand, and reach constantly during a workday.
• Must be able to lift 15 – 20 lbs.
• Standing for long periods of time (4-5 hours) occasionally
• Must be able travel via plane or car to events

 

Meriton is an Equal Opportunity Employer

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status.  Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.