Vendor Onboarding Specialist

Orgill; Collierville (TN); On-site; USD 52,000 - 76,000; Full time

Job summary

Orgill is seeking a detail-oriented Vendor Onboarding Specialist to support onboarding, master data maintenance, and insurance compliance. This role ensures vendor information is accurate, documentation complete, and internal controls are followed throughout the vendor lifecycle.

The specialist will manage vendor records in Orgill’s accounting system, oversee insurance tracking through myCOI, and collaborate with vendors and internal partners to resolve discrepancies and maintain compliance.

Qualifications

• At least one year of experience in vendor maintenance, vendor onboarding, Accounts Payable, or a related function.
• Proficiency in Microsoft Excel and/or Google Sheets.
• Strong analytical, critical-thinking, and problem-solving skills.
• Excellent attention to detail and commitment to data accuracy, confidentiality, and internal controls.
• Strong written and verbal communication skills, with the ability to proactively follow up with vendors and internal partners.
• Effective organizational skills and the ability to manage multiple priorities independently.

Responsibilities

• Collect and verify vendor documentation, including W-9 forms and business information, and establish vendor profiles in the accounting system.
• Maintain vendor records, including banking details, contact information, and addresses, in accordance with internal controls and security procedures.
• Audit vendor records to identify duplicates, inactive accounts, and discrepancies; coordinate appropriate corrections and deactivations.
• Communicate with vendors and internal partners to obtain missing documentation, resolve issues, and ensure accurate records.
• Manage vendor insurance documentation and compliance tracking through the myCOI platform.
• Monitor policy expiration dates, send follow-up requests, and address missing or expired insurance documentation.
• Maintain accurate compliance records and elevate unresolved issues as needed.
• Assist with vendor-related Accounts Payable activities, reporting, research, and discrepancy resolution.
• Use spreadsheets and accounting systems to maintain data accuracy, monitor outstanding items, and support process improvements.
• Perform other related duties as assigned.

Skills

Vendor onboarding

Accounts payable

Data accuracy

Microsoft Excel

Analytical skills

Tools

Oracle Fusion

myCOI platform

Job description

Position Overview

Orgill is seeking a detail-oriented and analytical Vendor Onboarding Specialist to support vendor onboarding, master data maintenance, and insurance compliance. This role ensures vendor information is accurate, documentation is complete, and internal controls are followed throughout the vendor lifecycle. The specialist will manage vendor records within Orgill’s accounting system, oversee insurance tracking through myCOI, and collaborate with vendors and internal partners to resolve discrepancies and maintain compliance.

Job Summary

• Collect and verify vendor documentation, including W-9 forms and business information, and establish vendor profiles in the accounting system.
• Maintain vendor records, including banking details, contact information, and addresses, in accordance with internal controls and security procedures.
• Audit vendor records to identify duplicates, inactive accounts, and discrepancies; coordinate appropriate corrections and deactivations.
• Communicate with vendors and internal partners to obtain missing documentation, resolve issues, and ensure accurate records.
• Manage vendor insurance documentation and compliance tracking through the myCOI platform.
• Monitor policy expiration dates, send follow-up requests, and address missing or expired insurance documentation.
• Maintain accurate compliance records and elevate unresolved issues as needed.
• Assist with vendor-related Accounts Payable activities, reporting, research, and discrepancy resolution.
• Use spreadsheets and accounting systems to maintain data accuracy, monitor outstanding items, and support process improvements.
• Perform other related duties as assigned.

Required Qualifications

• At least one year of experience in vendor maintenance, vendor onboarding, Accounts Payable, or a related function.
• Proficiency in Microsoft Excel and/or Google Sheets.
• Strong analytical, critical-thinking, and problem-solving skills.
• Excellent attention to detail and commitment to data accuracy, confidentiality, and internal controls.
• Strong written and verbal communication skills, with the ability to proactively follow up with vendors and internal partners.
• Effective organizational skills and the ability to manage multiple priorities independently.

Preferred Qualifications

• Experience with Oracle Fusion or another ERP or accounting system.
• Familiarity with myCOI, insurance compliance platforms, or automated workflow tools.
• General knowledge of Accounts Payable operations and vendor master data management.