Accounts Payable Specialist - Vendor Maintenance

About the role

This position is responsible for the accurate setup, maintenance, governance, and ongoing administration of vendor records across applicable enterprise resource planning (ERP) systems. It serves as the primary point of contact for vendor onboarding and vendor master data changes, partnering closely with Accounts Payable, internal requestors, vendors, and IT to ensure complete documentation, data integrity, regulatory compliance, timely processing, and strong internal controls.

Responsibilities

• Review vendor setup and change requests to ensure all required documentation is accurate, complete, and compliant with internal policies.
• Create, update, and maintain vendor master records and supporting documentation in accordance with established procedures.
• Partner with vendors, Accounts Payable, internal requestors, IT, and cross-functional teams to resolve issues related to vendor onboarding, maintenance, and data accuracy.
• Serve as the primary contact for vendor-related inquiries, including questions regarding setup status, required documentation, banking changes, and address updates.
• Verify vendor banking information and address changes using approved validation procedures to reduce fraud and maintain data integrity.
• Maintain vendor request forms, process documentation, shared mailboxes, and workflow tools to support an efficient and controlled intake process.
• Prepare and maintain reporting on vendor setups and changes to support audit requirements, process oversight, and backup coverage tracking.
• Ensure system access and process controls are followed, including segregation of duties and restrictions that prevent unauthorized users from entering or modifying sensitive vendor data.
• Perform additional duties and special projects as assigned by management.

Requirements

• Maintain a high level of accuracy, confidentiality, and professionalism when handling vendor master data and sensitive banking or tax information.
• Promote a controlled and efficient vendor maintenance process that supports fraud prevention, compliance, and operational effectiveness.
• Proactively identify opportunities to improve vendor onboarding, documentation, reporting, and workflow processes.

Qualifications

• High School diploma with relevant Accounts Payable, vendor maintenance, finance, accounting, or related business experience.
• Experience with vendor setup, vendor maintenance, vendor onboarding, or vendor master data administration.
• Strong understanding of vendor documentation standards, internal controls, and segregation of duties requirements.
• Knowledge of ERP systems and vendor master data management practices.
• Familiarity with compliance processes such as OFAC screening, TIN matching, B Notices, and year-end tax reporting support.
• Strong attention to detail and commitment to accuracy when working with vendor, banking, tax, and system data.
• Able to manage sensitive information with discretion and maintain confidentiality.
• Effective written and verbal communication skills with the ability to work collaboratively across departments and with external vendors.
• Strong organizational, analytical, and problem-solving skills.
• Able to prioritize tasks, manage deadlines, and support process improvement initiatives in a fast-paced environment.

Skills

• Advanced knowledge of ERP systems such as QAD, IFS, Sage, or similar platforms.
• Experience supporting vendor tax documentation, 1099/1042 preparation, OFAC screening, TIN matching, or related compliance activities.
• Experience with reporting, workflow tools, process documentation, audit support, and process improvement initiatives.

Benefits

• Healthcare (medical, prescription drugs, dental and vision)
• 401k retirement plan with company match
• Paid time off
• Employer paid life insurance
• Employer paid short-term and long-term disability including maternity leave
• Work Life Support
• Tuition Reimbursement up to $5,250 per year
• Voluntary programs like tobacco cessation, Type 2 diabetes reversal, one-on-one health coaching, mortgage services and more