Vendor Specialist

About the Role

Join the Xanterra Travel Collection team, a premier group of travel and leisure businesses focused on sustainability and exceptional service. Headquartered in Greenwood Village, Colorado, we operate iconic properties and services worldwide, including lodging, food and beverage, Windstar Cruises, short-line railroads, and adventure travel. We are dedicated to creating unforgettable experiences for our guests and providing transformative career opportunities for our team members. The Vendor Specialist plays a crucial role in onboarding vendors, maintaining vendor relationships, ensuring accurate state and federal reporting, and making certain vendor payments reach the intended recipient. This position requires meticulous attention to detail, strong organizational skills, and a deep understanding of vendor management and tax compliance. This role is based out of our corporate office in Greenwood Village, Colorado.

Responsibilities

• Manage the vendor onboarding process, including collecting required documentation (e.g., W-9 forms, vendor agreements) and communicating Xanterra processes to vendors (e.g., payment options, proper contacts).
• Maintain a strong relationship with the 3rd party supporting vendor onboarding and ensure smooth data exchange of vendor information.
• Maintain an up-to-date vendor database with accurate vendor information, including tax identification numbers, addresses, payment methods, and payment terms.
• Prepare and distribute accurate annual reporting requirements, including 1099 forms to vendors, in accordance with IRS regulations and deadlines.
• Address vendor inquiries related to 1099 reporting and other reporting requirements, completing necessary corrections or amendments.
• Stay current with federal and state tax laws and regulations related to vendor reporting and withholding, applying necessary changes to systems and processes.
• Collaborate with the accounting and supply chain teams to reconcile vendor statements, resolving issues timely and accurately.
• Serve as the primary point of contact for vendors regarding payment inquiries, tax documentation, and other vendor-related matters, fostering positive relationships through clear and timely communication.
• Manage outstanding SUA payments to ensure vendors accept payments timely and address recurring issues.
• Ensure compliance with internal policies and procedures for vendor management and reporting.
• Review and distribute outstanding check reports for uncashed payments, working with AP processors to resolve issues before escheatment.
• Prepare various monthly reconciliations, including the AP Trade account, ensuring timely review and resolution of reconciling differences.
• Identify opportunities to streamline vendor management processes and work with the Senior Manager, Accounts Payable, to implement process improvements.

Qualifications

• Intermediate proficiency in Microsoft Excel and Word.
• Excellent interpersonal and communication skills.
• CloudSuite software experience a plus.
• Prior experience with 1099 reporting.
• 3-5 years of previous related experience.

Pay

The wage for this role is $24.00 - $28.00 per hour, depending on experience.

Benefits

For full-time employees, Xanterra offers a comprehensive benefits package including:

• Medical, Dental & Vision
• HSA & FSA
• Life & Disability
• Accident, Hospital & Critical Illness
• Pet Insurance
• PTO and paid Holidays
• 401(k) with Company Match
• Employee Assistance Plan
• Education Assistance
• RTD-Denver transit pass for in-office employees
• Employee Discounts & Travel Deals

Xanterra Travel Collection is committed to a diverse and inclusive workplace. We are an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic information, protected veteran status, or any other legally protected status.