Vendor Management Specialist

Aston Carter•Memphis, TN

2d•Onsite

About The Position

The Vendor Management Specialist plays a key role in the Finance department by accurately processing vendor invoices, maintaining thorough documentation, and supporting the overall invoice payment process. This role ensures that all invoices comply with internal policies, are properly approved and coded, and are paid in accordance with agreed vendor terms. The position requires strong attention to detail, excellent communication skills, and the ability to collaborate effectively with internal teams and external vendors to resolve issues and support audit and internal control requirements.

Requirements

Experience with Accounts Payable processes, including invoice entry and payment processing.
Proficiency in data entry with a high degree of accuracy and attention to detail.
Ability to manage document control and maintain regulatory and audit-related documentation.
Strong problem-solving skills, including the ability to identify issues, gather and analyze information, and develop and implement effective solutions.
Excellent written and verbal communication skills, with the ability to communicate clearly, tactfully, and succinctly in various settings and formats.
Ability to listen actively, seek clarification, and respond effectively to questions from internal and external stakeholders.
Strong skills in presenting and interpreting numerical data accurately.
Sound judgment and decision-making skills, with the ability to make accurate and timely decisions.
Ability to understand, follow, and apply company policies and procedures consistently.
Demonstrated teamwork skills, including the ability to function effectively as part of a group and support co-workers.
Strong organizational skills with the discipline and work ethic needed to consistently meet deadlines.
Ability to maintain a high degree of accuracy while managing multiple tasks and priorities.
Comfort working within a structured finance or accounting environment that emphasizes internal controls and audit compliance.

Nice To Haves

Experience providing administrative support within a finance or accounting function.
Familiarity with regulatory documents and audit support requirements related to vendor payments.
Ability to work effectively in a fast-paced environment while maintaining strong attention to detail.
Capability to adapt to evolving departmental procedures and system enhancements.
Strong interpersonal skills to build positive working relationships with internal departments and external vendors.

Responsibilities

Enter vendor invoices into the Accounts Payable system accurately and in a timely manner.
Verify that all invoices have complete and appropriate backup documentation prior to processing.
Maintain invoices and related supporting documents in digital format in accordance with departmental requirements.
Organize digital records to allow for easy determination of invoice volume in process and efficient retrieval for audit purposes.
Validate expense invoices for proper approvals by referencing the company’s approval authorization matrix and policies.
Confirm correct General Ledger codes for all invoices in line with company accounting policies.
Assist in determining month-end accruals for expenses that have been incurred but not yet paid.
Provide clear documentation to the accounting team to support the creation and review of accruals.
Review vendor statements regularly to ensure all invoices are received, processed, and paid on time.
Monitor and ensure compliance with approved vendor payment terms to maintain positive vendor relationships.
Communicate professionally with internal and external customers, including plant personnel, Procurement, accountants, and vendor representatives.
Research, troubleshoot, and resolve customer and vendor inquiries in a timely and courteous manner.
Prepare and distribute reports that communicate invoice volume metrics and payment status.
Alert management promptly to any delays in vendor payments that could impact business operations.
Open and review all incoming emails sent to the Accounts Payable electronic mailbox.
Distribute incoming Accounts Payable emails to the appropriate team folders and departments for General Ledger coding and approval.
Support document control processes for regulatory and audit-related documents tied to vendor payments.
Adhere to current policies and procedures and seek management approval when exceptions are required.
Maintain appropriate documentation to support vendor payments and ensure strong internal controls and audit readiness.
Perform other related duties and special projects as requested by management.