Accounts Payable Representative I

Staples, Inc.; Columbia (SC); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Flexible PTO

Company Match 401(k)

Wellness programs

Job summary

Staples is a leading business-to-business supplier. The Vendor Setup Representative will establish and maintain accurate vendor records in Oracle ERP, support onboarding and documentation review, and ensure compliance with company policies and regulatory requirements.

You will work with merchandising, procurement, and vendors to resolve setup issues, prevent duplicates, and support timely payment processing, while delivering exceptional internal and external customer service.

Qualifications

• High school diploma or GED required.
• Strong attention to detail and data accuracy.
• Excellent organizational and communication skills.
• Strong problem-solving abilities for customer inquiries.
• Ability to handle sensitive vendor information.
• Ability to work independently.

Responsibilities

• Process new vendor setup requests and changes in Oracle ERP.
• Verify vendor data for accuracy and completeness.
• Complete electronic setup for suppliers following fraud controls.
• Ensure correct tax setup to minimize 1099 errors.
• Perform special setup activations as needed.
• Collaborate with Global Buying and Procurement on terms and contracts.
• Support vendor maintenance for acquisitions and Coupa upgrades.
• Address customer service inquiries promptly.

Skills

Attention to detail

Organizational skills

Communication skills

Problem-solving

Independent worker

Education

High School Diploma or GED

Tools

Microsoft Office

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 beresponsible 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.
• Performspecial 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!