Vendor Master Specialist

Position Summary

Responsible for managing and maintaining vendor records in the global ERP system. This role ensures the accuracy, integrity, and compliance of vendor records in accordance with company policies, regulatory requirements, and audit standards. Serving as the subject matter expert in vendor records and banking information, the Vendor Master Specialist provides guidance to cross-functional teams and supports process improvements in vendor data management.

Essential Responsibilities and Accountabilities

• Vendor Setup and Maintenance - Review the end-to-end process for vendor creation, modification, and deactivation, with a strong emphasis on banking details, segregation of duties, and adherence to Company policies.
• Vendor Banking Oversight - Manages the control of vendor banking information within the ERP system, ensuring accuracy, completeness, and compliance with internal controls and audit requirements.
• Compliance & Screening - Ensures vendor paperwork is complete, including new & updated vendor setup forms, valid W-9s, and bank letter or voided check for banking. Performs due diligence calls to verify by phone all pertinent data, especially banking information, TINs, and remit to addresses.
• Stakeholder Collaboration - Acts as liaison between Supply Chain, Accounts Payable, Treasury, and ERP system teams to ensure accurate setup and secure maintenance of banking data.
• Audit & Documentation - Organizes, validates, and maintains vendor banking records for internal and external audits; provides timely reporting and analysis.
• Project & Task Management - Ensures timely completion of tasks and projects, with the ability to prioritize tasks based on level of importance/urgency.
• Use various tools such as the internet and phone to validate that vendors are legitimate to protect the company from fraud and obtain accurate payment remit information, which could include sensitive information like bank account numbers.
• Assist in any additional responsibilities, as directed by management.

Competency Requirements

• Current advanced knowledge of commonly used concepts, best practices, and procedures in accounts payable and general knowledge of accounting processes.
• Good working knowledge of Microsoft Office products (Word, Excel, Outlook), and ability to work with Adobe PDF documents.
• Proficient with use of technology, web based/hosted solutions, and use of multiple monitors.
• Ability to work under strict deadlines, with close attention to detail in a multi-tasking environment.
• Ability to work both independently but also work closely with a team, including professional communication within multiple levels of the company.
• Must be able to maintain a high level of confidentiality.

Educational & Experience Minimum Requirements

• High School Diploma or its equivalent required. Associate degree in business, accounting, or other related area or equivalent experience preferred.
• Minimum of 5 years of experience with Accounts Payable and automated Accounts Payable systems.
• Prefer experience with Medius AP Automation Solutions, Microsoft Dynamics 365 F&O, and SAP.

Physical Requirements

• While performing the duties of this job, the employee is required to walk; sit; use hands to fingers, handle or feel objects, reach with hands and arms; talk or hear. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision for computer monitor. Position currently is hybrid with in-office requirements two times a month and occasionally for meetings (downtown Louisville).

Our compensation reflects the cost of labor across several U.S. geographic markets, and we pay differently based on those defined markets. The U.S. pay range for this position is $19 - $24 hourly. Ultimately, in determining pay, we will consider the successful candidate's location, experience, and other job-related factors.

Group benefits currently include a selection of health care plans with prescription drug coverage, dental plan, vision plan, basic and supplemental life insurance, a flexible spending account for medical and dependent care expenses or a health savings account based on plan selection, short/long term disability and 401(k) Savings Plan.

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