Accounts Payable Representative I

Staples; Columbia (SC); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Inclusive culture with associate-ledBR

Flexible PTO

401(k) company match

Wellness programs

Job summary

Staples is seeking a Vendor Setup Representative to establish and maintain accurate vendor records in the Oracle ERP system. You will support onboarding, verify documentation for compliance, and collaborate with merchandising, procurement, and vendors to resolve setup issues and ensure accurate payments.

The role calls for meticulous data handling, strong organizational skills, and the ability to work independently while supporting period reviews and system upgrades.

Qualifications

• High School Diploma or GED required.
• Strong attention to detail and commitment to data accuracy.
• Excellent organizational and communication skills.
• Strong problem-solving skills to resolve customer service issues and inquiries.
• Ability to handle sensitive vendor information appropriately.
• Must be able to work independently.

Responsibilities

• Process new vendor setup requests and changes to existing vendor records in compliance with AP policies and SOX audit requirements.
• Verify vendor additions and changes for accuracy and completeness.
• Complete electronic setup for suppliers, adhering to fraud risk controls.
• Ensure completeness and accuracy of tax setup for suppliers to minimize 1099 errors.
• Perform special setup activations in source systems as needed.
• Collaborate with Global Buying and Procurement on payment term changes and contract issues.
• Support vendor maintenance for acquisitions and testing for Coupa upgrades.
• Handle customer service inquiries to ensure timely email responses.
• Provide backup support for disbursement processing tasks as needed.
• Assist with vendor master file reviews and data cleanup to maintain integrity.
• Assist with special projects as needed.
• Accountable for performance measures and continuous improvement.

Skills

Attention to detail

Data accuracy

Organizational skills

Communication skills

Independent worker

Vendor data security

Education

High School diploma or GED

Tools

Microsoft Office Suite

Oracle Financials

Job description

Staples is business to business. You're what binds us together.

Our talented finance team partners with every area of the business to drive results and provide financial expertise. We are passionate about analyzing and interpreting information to assess performance and provide guidance. Our team serves as a true partner and advisor to all our business leaders; working with them to accelerate the company's profitability and growth.

The Vendor Setup Representative will be responsible for establishing and maintaining accurate vendor records within the Oracle ERP system. The role will support vendor onboarding and maintenance activities and perform review and validation of required documentation ensuring compliance with company policies and regulatory requirements. The role will work closely with merchandising, procurement, internal departments and vendors to resolve set-up issues, prevent duplicate or inaccurate records and support efficient and accurate payment processing.

What You Will Be Doing:

• Process new vendor setup requests and changes to existing vendor records in compliance with AP policies and SOX audit requirements.
• Perform appropriate verification procedures for vendor additions and changes, ensuring accuracy and completeness.
• Complete electronic setup for suppliers, adhering to fraud risk mitigation controls.
• Ensure completeness and accuracy of tax setup for suppliers to minimize 1099 error reporting.
• Perform special set-up activations in source systems as needed.
• Collaborate with Global Buying and Procurement teams on payment term changes and contract issues.
• Support with vendor maintenance for acquisitions and testing support for Coupa upgrades.
• Handle customer service inquiries to ensure that email correspondence is addressed timely.
• Provide backup support for disbursement processing tasks as needed.
• Assist with periodic vendor master file reviews and data cleanup to maintain data integrity.
• Assist with special projects as needed.
• Accountable for performance measures and targets, support continuous improvement efforts and ensure exceptional internal and external customer service.

Basic Qualifications:

• High School Diploma or GED
• Strong attention to detail and commitment to data accuracy
• Excellent organizational and communication skills
• Strong problem-solving skills to resolve customer service issues and inquiries.
• Ability to handle sensitive vendor information appropriately.
• Must be able to work independently.

Preferred Qualifications:

• 1 to 2 years of related work experience
• Proficient with Microsoft Office Suite
• Knowledge of Oracle Financials
• Comprehensive understanding of Accounts Payable processes

We Offer:

• Inclusive culture with associate-led Business Resource Groups.
• Flexible PTO (14 days) and Holiday Schedule (7 observed paid holidays).
• Company Match 401(k), wellness programs, and more!