Vendor Management Specialist

Morgan & Morgan, P.A.; Orlando (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

Morgan & Morgan, P.A. in Orlando, FL is seeking a Vendor Management Specialist for the Global AP function. You will own the vendor onboarding lifecycle, validate documentation, and help maintain accurate vendor master data across NetSuite and related systems.

The role emphasizes fraud prevention, data governance, and strong cross-functional collaboration with Accounts Payable and internal stakeholders to ensure compliant vendor setup and timely onboarding.

Qualifications

• High school diploma required; associate or bachelor’s in accounting, finance, business administration, or supply chain preferred.
• 5+ years in accounts payable, vendor management, or related function.
• Experience with NetSuite, SAP or similar ERP; Emburse, Coupa or Ariba exposure.
• Proficient in Excel (lookups, pivots) and Outlook.
• Understanding of W-9/1099 reporting and payment fraud prevention.

Responsibilities

• Own vendor onboarding from request intake to activation with compliant docs.
• Collect, review, and validate vendor documentation (W-9s, banking, certificates).
• Verify vendor tax IDs using standard IRS processes.
• Set up vendors in NetSuite following naming conventions and data rules.
• Perform independent verification for new vendors and banking changes.
• Conduct periodic vendor master audits to fix duplicates and noncompliant records.
• Process Vendor Change Requests via Emburse or Finance system.
• Support vendor inactivation and ongoing record cleanup.
• Assist with 1099/year-end information reporting by verifying classifications and addresses.
• Serve as primary contact for vendor/setup inquiries and remittance details.
• Research discrepancies and determine resolutions, escalating as needed.
• Document verification steps and support audits with vendor docs.
• Track onboarding metrics and suggest SOP improvements; support other AP requests.

Skills

Attention to detail

Data governance

Communication

High-volume processing

Problem solving

Education

High school diploma or equivalent

Associate's or bachelor's in accounting or finance

Tools

Oracle NetSuite

SAP

Emburse

Coupa

Ariba

Microsoft Excel

Outlook

Job description

At Morgan & Morgan, the work we do matters. For millions of Americans, we're their last line of defense against insurance companies, large corporations or defective goods. From attorneys in all 50 states, to client support staff, creative marketing to operations teams, every member of our firm has a key role to play in the winning fight for consumer rights. Our over 6,000 employees are all united by one mission: For the People.

Global AP - Shared Services | Downtown Orlando, FL | On-site

Summary

Global AP is an emerging shared services function based in our downtown Orlando office. The Vendor Management Specialist owns the integrity of the vendor master file and the end-to-end vendor onboarding experience, serving as the primary point of contact for vendor setup, validation, and maintenance across the organization.

This role sits at the intersection of data governance, fraud prevention, and internal customer service. As a newly formed team, we are actively building the processes and controls that govern vendor records, and we are seeking a candidate who is comfortable establishing standards rather than inheriting them. The ideal candidate is organized, dependable, detail-oriented, experienced with high request volume, and a motivated individual to join our developing, collaborative team.

This position reports to the Vendor Management Staff Accountant and partners closely with Accounts Payable and internal business stakeholders.

Essential Functions

• Own the vendor onboarding process from request intake through activation, ensuring all required documentation is collected, validated, and retained before a vendor is enabled for payment.
• Collect and review vendor documentation, including W-9 forms, banking instructions, certificates of insurance, and business registration details, confirming accuracy, completeness, and compliance with established guidelines.
• Verify vendor tax identification information using the IRS TIN Matching process.
• Complete vendor setup in NetSuite in accordance with established naming conventions, data standards, and required-field completeness.
• Perform independent verification of new vendors and all banking or remittance changes using established callback and authentication procedures to mitigate payment fraud risk.
• Conduct periodic vendor master audits to identify and remediate duplicate, inactive, incomplete, or noncompliant records.
• Review and process Vendor Change Requests received through Emburse or Finance Requests.
• Process vendor inactivation requests and support ongoing record cleanup across NetSuite and Emburse.
• Obtain refreshed W-9s and other required documentation as records age or vendor information changes.
• Support annual 1099 and information reporting cycles by validating tax classifications, TIN accuracy, and address data throughout the year.
• Serve as the primary contact for vendor and internal inquiries regarding setup status, documentation requirements, remittance details, and system access.
• Research discrepancies and apply established procedures to determine the appropriate resolution or escalation path.
• Maintain clear documentation of verification steps and control performance, and support internal and external audit requests with vendor documentation and evidence.
• Track and report on vendor management metrics, including onboarding cycle time, request volume, data quality, and open exceptions.
• Assist with documenting standard operating procedures and identify opportunities to standardize and automate vendor management workflows as the department matures.
• Process other Accounts Payable-related requests in accounting software and supporting business systems as needs arise.
• Perform other duties as assigned.

Preferred Experience

• 5+ years of experience in accounts payable, accounting, vendor management, vendor master data, procurement, or a comparable finance or administrative support function.
• Oracle NetSuite, SAP, or another enterprise ERP system, with exposure to vendor master or supplier records.
• Emburse, Coupa, Ariba, or a comparable expense, procurement, or supplier management platform.
• Working knowledge of W-9 and 1099 information reporting requirements.
• Familiarity with payment fraud prevention practices, including business email compromise red flags and callback verification.
• Intermediate proficiency in Microsoft Excel (lookups, pivot tables, data cleanup and reconciliation) and Outlook.
• Prior experience in a shared services, multi-entity, or high-volume environment.
• Exposure to a new team build-out, system implementation, or data cleanup initiative.

Required Skills and Attributes

• Exceptional attention to detail and a demonstrated commitment to accuracy.
• Sound judgment and appropriate skepticism when reviewing vendor requests, documentation, and change requests.
• Ability to hold a control standard under pressure, including declining or pausing requests that do not meet documentation requirements.
• Discretion in handling confidential vendor, banking, and tax information.
• Strong problem-solving and critical-thinking skills, with the ability to identify discrepancies, research information, and determine appropriate next steps.
• Excellent organizational skills with consistent follow-through on open items and pending requests.
• Ability to prioritize competing requests and meet deadlines in a fast-paced, high-volume environment.
• Consistent adherence to established procedures, guidelines, and departmental controls.
• Strong verbal and written communication skills, with a customer-service orientation and the ability to explain requirements clearly to both internal stakeholders and external vendors.
• Ability to work independently while collaborating effectively with team members.
• Comfort learning new software and systems, with solid data-entry accuracy.
• Positive, adaptable attitude and genuine interest in contributing to a developing team.

Education

High school diploma or equivalent required. Associate's or bachelor's degree in accounting, finance, business administration, or supply chain preferred.

This is an on-site role based in our downtown Orlando office, operating on a standard business schedule. Extended hours may occasionally be required during month-end close, year-end tax reporting, or peak onboarding periods.

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Morgan & Morgan is a leading personal injury law firm dedicated to protecting the people, not the powerful. This success starts with our staff. For full-time employees, we offer an excellent benefits package including medical and dental insurance, 401(k) plan, paid time off and paid holidays.

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