Data Entry Analyst, Vendor Systems

K Systems Solutions•New York, NY

1d•Hybrid

About The Position

The Data Entry Analyst, Vendor Systems (DEA) is responsible for accurately maintaining and governing vendor‑related data across procurement, vendor management, and financial systems. This role reports jointly to William Ford, Head of Procurement, and Jazzy Moore, Head of Vendor Management, and supports both functions by ensuring vendor records, contracts, pricing, compliance documentation, deal registrations, and system workflows are consistent, complete, and audit‑ready across core enterprise platforms.

Requirements

2-5 years of data management experience
Willingness to continuously learn
Willingness to participate in any company provided training courses to excel within the data management occupation.

Responsibilities

Vendor Data Management:
Create, update, and maintain vendor records across ERP systems, Vendor Management Systems (VMS), procurement platforms, and vendor portals
Ensure vendor profiles include accurate company information, tax documentation, certifications, contacts, pricing structures, deal registration details, and compliance artifacts
Maintain data integrity across ERP, VMS, reporting tools, and downstream financial systems
Procurement & Deal Registration Support:
Process vendor deal registrations accurately and in a timely manner within vendor portals and internal systems
Validate deal registration data against approved pricing, vendor terms, and eligibility requirements
Track deal registration status, approvals, expirations, and renewals
Enter and validate purchase order data, vendor pricing, and SKU/service details within ERP and procurement tools
Vendor Management Support:
Maintain vendor agreement records, registered deal details, contract terms, renewal timelines, and performance indicators
Ensure deal‑specific pricing and protections are correctly reflected in ERP and VMS platforms
Maintain historical vendor and deal data to support reporting, audits, and vendor evaluations
Data Quality, Compliance & Controls:
Conduct regular data audits across vendor systems to identify inconsistencies or gaps
Ensure compliance with internal approval workflows, vendor program requirements, and audit standards
Support internal and external audits by providing accurate vendor and deal registration data
Cross‑Functional Collaboration:
Partner closely with Procurement and Vendor Management leadership
Coordinate with Sales, Finance, Legal, and Operations on vendor and deal-related system needs
Serve as a primary point of contact for vendor data and deal registration corrections
Recommend improvements to vendor data workflows and reporting processes
Systems & Tools:
The DEA will work extensively within the following systems and tools:
ERP systems (e.g., Dynamics Business Central or equivalent)
Vendor Management Systems (VMS)
Procurement and vendor portals
Microsoft Excel (data validation, reconciliation, tracking)
Power BI (data review, reporting, and dashboards)
Microsoft 365 tools (Teams, SharePoint, Outlook)
Contract management and document repositories
Success Metrics:
Accuracy and completeness of vendor and deal registration data
Timeliness of system updates and deal registration processing
Reduction in data discrepancies between ERP, VMS, and reporting tools
Positive feedback from Procurement and Vendor Management leadership
Audit readiness and compliance adherence