Vendor Management Specialist

Global AP - Shared Services | Downtown Orlando, FL | On-site

Summary

Global AP is an emerging shared services function based in our downtown Orlando office. The Vendor Management Specialist owns the integrity of the vendor master file and the end-to-end vendor onboarding experience, serving as the primary point of contact for vendor setup, validation, and maintenance across the organization.

This role sits at the intersection of data governance, fraud prevention, and internal customer service. As a newly formed team, we are actively building the processes and controls that govern vendor records, and we are seeking a candidate who is comfortable establishing standards rather than inheriting them. The ideal candidate is organized, dependable, detail-oriented, experienced with high request volume, and a motivated individual to join our developing, collaborative team.

This position reports to the Vendor Management Staff Accountant and partners closely with Accounts Payable and internal business stakeholders.

Essential Functions

• Own the vendor onboarding process from request intake through activation, ensuring all required documentation is collected, validated, and retained before a vendor is enabled for payment.
• Collect and review vendor documentation, including W-9 forms, banking instructions, certificates of insurance, and business registration details, confirming accuracy, completeness, and compliance with established guidelines.
• Verify vendor tax identification information using the IRS TIN Matching process.
• Complete vendor setup in NetSuite in accordance with established naming conventions, data standards, and required-field completeness.
• Perform independent verification of new vendors and all banking or remittance changes using established callback and authentication procedures to mitigate payment fraud risk.
• Conduct periodic vendor master audits to identify and remediate duplicate, inactive, incomplete, or noncompliant records.
• Review and process Vendor Change Requests received through Emburse or Finance Requests.
• Process vendor inactivation requests and support ongoing record cleanup across NetSuite and Emburse.
• Obtain refreshed W-9s and other required documentation as records age or vendor information changes.
• Support annual 1099 and information reporting cycles by validating tax classifications, TIN accuracy, and address data throughout the year.
• Serve as the primary contact for vendor and internal inquiries regarding setup status, documentation requirements, remittance details, and system access.
• Research discrepancies and apply established procedures to determine the appropriate resolution or escalation path.
• Maintain clear documentation of verification steps and control performance, and support internal and external audit requests with vendor documentation and evidence.
• Track and report on vendor management metrics, including onboarding cycle time, request volume, data quality, and open exceptions.
• Assist with documenting standard operating procedures and identify opportunities to standardize and automate vendor management workflows as the department matures.
• Process other Accounts Payable–related requests in accounting software and supporting business systems as needs arise.
• Perform other duties as assigned.

Preferred Experience

• 5+ years of experience in accounts payable, accounting, vendor management, vendor master data, procurement, or a comparable finance or administrative support function.
• Oracle NetSuite, SAP, or another enterprise ERP system, with exposure to vendor master or supplier records.
• Emburse, Coupa, Ariba, or a comparable expense, procurement, or supplier management platform.
• Working knowledge of W-9 and 1099 information reporting requirements.
• Familiarity with payment fraud prevention practices, including business email compromise red flags and callback verification.
• Intermediate proficiency in Microsoft Excel (lookups, pivot tables, data cleanup and reconciliation) and Outlook.
• Prior experience in a shared services, multi-entity, or high-volume environment.
• Exposure to a new team build-out, system implementation, or data cleanup initiative.

Required Skills and Attributes

• Exceptional attention to detail and a demonstrated commitment to accuracy.
• Sound judgment and appropriate skepticism when reviewing vendor requests, documentation, and change requests.
• Ability to hold a control standard under pressure, including declining or pausing requests that do not meet documentation requirements.
• Discretion in handling confidential vendor, banking, and tax information.
• Strong problem-solving and critical-thinking skills, with the ability to identify discrepancies, research information, and determine appropriate next steps.
• Excellent organizational skills with consistent follow-through on open items and pending requests.
• Ability to prioritize competing requests and meet deadlines in a fast-paced, high-volume environment.
• Consistent adherence to established procedures, guidelines, and departmental controls.
• Strong verbal and written communication skills, with a customer-service orientation and the ability to explain requirements clearly to both internal stakeholders and external vendors.
• Ability to work independently while collaborating effectively with team members.
• Comfort learning new software and systems, with solid data-entry accuracy.
• Positive, adaptable attitude and genuine interest in contributing to a developing team.

Education

High school diploma or equivalent required. Associate's or bachelor's degree in accounting, finance, business administration, or supply chain preferred.

Work Environment

This is an on-site role based in our downtown Orlando office, operating on a standard business schedule. Extended hours may occasionally be required during month-end close, year-end tax reporting, or peak onboarding periods.

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