Vendor Compliance & QuickBooks Desktop Coordinator

LONG-TERM OPPORTUNITY: VENDOR COMPLIANCE & QUICKBOOKS DESKTOP COORDINATOR

FULL-TIME | REMOTE | $8–$12+ USD PER HOUR | 40 HOURS PER WEEK

Are you exceptionally organized, accurate, and fast on a computer?

A growing U.S.-based construction trucking and logistics company is hiring a full-time Vendor Compliance & QuickBooks Desktop Coordinator.

This is primarily a back-office compliance, document-review, onboarding, and data-entry position. You will review vendor documents, track missing or expiring records, support certified-payroll documentation, and enter approved freight bills into QuickBooks Enterprise Desktop.

Our operation supports approximately 70–150 trucks per day. You must be comfortable working with a high volume of documents, following detailed procedures, identifying discrepancies, and completing repetitive work without sacrificing accuracy.

This is a long-term position reporting directly to the Operations Manager. The company name will be shared with qualified candidates during the interview process.


WHAT YOU WILL DO

1. REVIEW AND MANAGE COMPLIANCE DOCUMENTS

You will collect, review, organize, and track documents such as:

• W-9 forms
• Certificates of Insurance
• Business licenses
• Driver’s licenses
• Medical cards
• CARB certificates
• DIR registrations
• Certified-payroll onboarding documents
• Payment release forms
• Payroll check documentation
• Audit-related records

You will verify that submitted documents are complete, current, legible, accurate, and consistent with company requirements.


2. SUPPORT VENDOR ONBOARDING AND FOLLOW-UP

You will:

• Send onboarding instructions and document requests
• Follow up through email and company texting software
• Make occasional phone calls when necessary
• Explain which documents or corrections are still required
• Prepare lists of vendors requiring follow-up
• Maintain accurate onboarding and compliance statuses
• Organize completed vendor files for review
• Record communication and follow-up activity in company systems

After completing training and demonstrating a strong understanding of our requirements, you may be authorized to approve qualifying documents and place or remove designated compliance holds.


3. MAINTAIN CERTIFIED-PAYROLL, AUDIT, AND PROJECT RECORDS

You will:

• Create, distribute, and track certified-payroll onboarding documents
• Maintain project, vendor, and service-date records
• Collect and organize payment releases, payroll records, and audit documents
• Review submissions for missing or inconsistent information
• Update compliance trackers and our custom transportation-management system
• Prepare records for internal compliance and certified-payroll review
• Notify the appropriate tea ---------- mber when documents are missing, inaccurate, expired, or overdue


4. ENTER FREIGHT BILLS INTO QUICKBOOKS ENTERPRISE DESKTOP

Approximately 8–10 hours per week will initially be dedicated to QuickBooks and accounts-payable data entry.

Trucking companies submit daily freight bills that must be reviewed and entered accurately as vendor bills.

You will:

• Review daily freight bills and bills of lading
• Confirm that submitted information matches approved source records
• Enter approved vendor bills into QuickBooks Enterprise Desktop
• Identify duplicate submissions, incorrect rates, missing backup, and other discrepancies
• Contact vendors when corrections are required
• Attach or organize supporting documents
• Complete limited reconciliation and document-matching work
• Escalate unusual discrepancies instead of making unsupported accounting decisions

Information and coding instructions will generally be provided from approved sources. This position does not require you to independently make complex accounting decisions.


5. COORDINATE WITH OUR INTERNAL TEAM

You will:

• Keep the Operations Manager informed of unresolved issues
• Communicate vendor status to Dispatch, Accounting, and Compliance
• Maintain accurate spreadsheets, digital files, and system notes
• Provide concise updates on completed work, pending items, and discrepancies
• Follow established procedures and ask questions when something is unclear
• Protect confidential vendor, driver, payroll, and company information


REQUIRED EXPERIENCE AND SKILLS

To qualify, you must have:

• At least 2 years of experience in administrative support, document control, compliance, bookkeeping support, accounts payable, data entry, or another accuracy-focused role

• Hands-on experience with QuickBooks Desktop

• Experience with QuickBooks Enterprise Desktop is strongly preferred

• Intermediate proficiency with Microsoft Excel, Google Sheets, Gmail, Google Docs, and digital file-management systems

• Strong PDF skills, including editing text, combining files, separating pages, renaming files, and organizing high volumes of documents

• Strong written and spoken English

• Excellent reading comprehension and the ability to follow detailed written procedures

• A reliable computer, strong internet, backup internet, backup power, webcam, microphone or headset, and a quiet workspace


THE RIGHT PERSON FOR THIS ROLE

You will be successful if you are:

• Extremely attentive to detail
• Fast and proficient on a computer
• Comfortable with repetitive, high-volume work
• Able to identify inconsistencies instead of blindly entering information
• Organized and disciplined with follow-up
• Comfortable learning many different document types
• Willing to ask questions instead of guessing
• Reliable without constant supervision
• Professional when handling confidential records
• Receptive to feedback
• Interested in staying with one company long-term


PREFERRED EXPERIENCE

Experience in any of the following is helpful, but we are willing to train a highly capable candidate:

• QuickBooks Enterprise Desktop
• High-volume vendor-bill entry
• Accounts payable
• Vendor or subcontractor onboarding
• Compliance-document review
• Certificates of Insurance
• Certified payroll
• U.S. construction administration
• Trucking or transportation administration
• Insurance-document processing
• Reconciliation
• Custom compliance or document-management systems


SYSTEMS YOU WILL USE

• QuickBooks Enterprise Desktop
• Microsoft Excel
• Google Sheets
• Gmail and Google Workspace
• PDF editing and document-management software
• Custom transportation-management and compliance software
• Secure remote-access and VPN tools
• Company email and texting systems
• Approved time-tracking software

Training will be provided for our company-specific systems, compliance requirements, approval procedures, certified-payroll processes, and freight-bill review procedures.


WORK SCHEDULE

This is a full-time, 40-hour-per-week independent contractor position, Monday through Friday.

The initial training period will require substantial overlap with Pacific Time business hours. This may require evening or overnight working hours in the Philippines.

Once you are fully trained and consistently completing work accurately:

• At least 4–5 hours of your shift must overlap with Pacific Time business hours
• The remainder of your working hours may become more flexible
• Independent document-processing and data-entry tasks may be completed after U.S. business hours

The final schedule will be agreed upon before hiring.


TRAINING AND ACCOUNTABILITY

During training and the paid probationary period, you must be available for:

• Live video training
• Frequent screen sharing
• Scheduled working sessions
• Quality and workflow reviews
• Regular check-ins with the Operations Manager
• Time tracking through the company’s approved system
• Daily reporting of completed, pending, and unresolved work

As you demonstrate reliability, accuracy, responsiveness, and the ability to work independently, live supervision may be reduced and your schedule may become more flexible.


EQUIPMENT REQUIREMENTS

You must have:

• A reliable computer capable of supporting remote access
• Strong and stable primary internet
• A dependable backup internet connection
• Backup power for outages
• A working webcam
• A clear microphone or professional headset
• A quiet and professional workspace
• The ability to participate in video meetings and share your screen


COMPENSATION

$8–$12 USD per hour, depending on experience and demonstrated ability.

Higher compensation may be considered for an exceptional candidate with strong experience in:

• QuickBooks Enterprise Desktop
• High-volume accounts-payable entry
• Compliance-document review
• Construction or trucking administration
• Certified payroll
• Vendor onboarding
• Reconciliation and discrepancy identification

We are looking for someone who wants stable, long-term work and the opportunity to take on greater responsibility over time.


PAID ASSESSMENT AND PROBATIONARY PERIOD

Shortlisted applicants may be invited to complete a brief paid practical assessment.

The assessment may include:

• Reviewing a sample vendor file
• Identifying missing or inaccurate documents
• Updating a document-expiration tracker
• Reviewing sample freight bills
• Entering sample transaction information
• Identifying an incorrect rate, duplicate submission, missing attachment, or other discrepancy

The selected applicant will begin with a paid probationary period.


GROWTH POTENTIAL

After demonstrating a strong understanding of our procedures, you may receive greater responsibility for:

• Approving compliance documents
• Managing vendor compliance statuses
• Placing or removing designated compliance holds
• Reviewing more complex discrepancies
• Improving document-management processes
• Creating procedures and checklists
• Training future administrative tea ---------- mbers


HOW TO APPLY

Apply through OnlineJobs.ph using this subject line:

ACCURATE DOCUMENTS – [YOUR FULL NAME]

Your application must include:

1. Your resume.

2. A brief explanation of your experience with document review, compliance, vendor onboarding, bookkeeping support, accounts payable, or high-volume data entry.

3. The exact QuickBooks products and versions you have used. Clearly state whether you have experience with:

• QuickBooks Desktop
• QuickBooks Enterprise Desktop
• QuickBooks Online

4. A description of the highest volume of documents or transactions you have processed in a previous position.

5. Your available working hours in both Philippine Time and Pacific Time.

6. Your desired hourly rate in USD.

7. A screenshot of a current internet-speed test.

8. A description of your:

• Computer specifications
• Primary internet connection
• Backup internet connection
• Backup power
• Webcam
• Microphone or headset
• Home-office environment

9. Answer this scenario in 3–5 sentences:

You are reviewing a freight bill and notice that the rate does not match the approved information. A required supporting document is also missing. What would you do before entering the bill into QuickBooks?

10. At the end of your application, include the exact words:

I CHECK BEFORE I ENTER


WHAT HAPPENS AFTER YOU APPLY

Qualified applicants will move through the following process:

1. Application review
2. Short video interview
3. Paid practical assessment
4. Final interview with the Operations Manager
5. Reference check
6. Paid probationary period
7. Long-term full-time engagement

Applications that do not follow the instructions may not be considered.