THE ROLE 

The vendor management associate onboards all vendors into Coupa & our ERP system by assisting employees & vendors in completing the manual vendor onboarding form & SIM forms. In addition they ensure all required legal forms (W9, W8, etc) are obtained and perform callbacks to validate banking instructions provided by the vendor. 

RESPONSIBILITIES 

• Review all vendor forms to ensure information is completed with accuracy.
• Follow up with employees & vendors to ensure all forms are completed within a timely manner. 
• Obtained W9 & W8 forms, ensuring they are completed accurately with a valid signature.
• Obtain voided checks and/or bank certified letters with vendor banking instructions for payment. 
• Perform callbacks to validate vendor banking instructions obtained. 
• Key vendor information into NetSuite for vendors that require manual onboarding.
• Correspond with vendors to obtain any updates in address, banking instruction, or W9/ W8 status & update vendor records in NetSuite accordingly. 
• Answer vendor & employee inquiries related to vendor setup. 
• Attach all W9/ W8, vendor onboarding forms, voided checks, and bank certified letters to the vendor record in NetSuite. 
• Assist in 1099 data review. 
• Assist in vendor data cleanup. 
• Work closely with the cash management team to ensure proper kyriba transaction codes and bank instructions are populated on vendor records to ensure successful payment processing. 
• Assist in other ad hoc projects that impact vendor data. 
• Ensure that vendor information is handled discreetly and with care. Making sure the information is only used within the professional mandates of the organization.
• Act as a liaison between the vendor & organization to ensure that all requirements of onboarding a vendor are met. 

QUALIFICATIONS 

• High School Diploma, Associates Degree or equivalent from a two-year college or technical school preferred 
• 3-5 years relevant Accounts Payable, Vendor Management, or Procurement experience
• Knowledge of general accounting principles, regulatory standards, controls and compliance requirements 
• Treasury Management System and ERP experience 
• High degree of accuracy, attention to detail and confidentiality are a must
• Excellent data entry skills
• Excellent analytical, problem solving and decision-making skills 
• Effective verbal, listening and written communication skills 
• Ability to work independently and balance multiple projects and processes simultaneously 
• Great team player 
• Self-starter with a strong willingness to learn