Accounts Payable Specialist - Vendor Maintenance

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Reporting to the Senior Manager Accounts Payable, this position is responsible for the accurate setup, maintenance, governance, and ongoing administration of vendor records across applicable enterprise resource planning (ERP) systems. This role 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.

The Accounts Payable Specialist – Vendor Maintenance supports operational efficiency and audit readiness while safeguarding sensitive vendor information. The position requires strong knowledge of Accounts Payable processes beyond vendor setup and maintenance, including vendor documentation, compliance requirements, ERP controls, fraud prevention practices, and cross-functional issue resolution.

• 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.
• Monitor for duplicate vendor records, perform data scrubbing activities, and support ongoing vendor master file accuracy.
• Manage and support compliance activities related to OFAC screening, TIN matching, B Notices, and other vendor tax documentation requirements.
• Assist with the preparation and filing support for year-end tax forms, including 1099s and 1042s, as applicable.
• 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.

• Maintain a high level of accuracy, confidentiality, and professionalism when handling vendor master data and sensitive banking or tax information.
• Partner with Accounts Payable leadership to support strong vendor master data governance, audit readiness, and process consistency.
• 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.

• High School diploma with relevant Accounts Payable, vendor maintenance, finance, accounting, or related business experience.
• Experience with vendor setup, vendor maintenance, vendor…