What are the responsibilities and job description for the Vendor Relations Associate position at Brooklyn Museum?
Museum Overview
The Brooklyn Museum is a world-renowned cultural institution dedicated to preserving and showcasing art, history, and heritage. Our mission is to bring people together through art and experiences that inspire celebration, compassion, courage, and the will to act. Our vision is to serve as an institution where art is a powerful force for personal transformation and social change. Celebrating our differences and learning about our diverse communities through our collections, exhibitions, and programming is the core of who we are and what we do.
We are committed to creating and cultivating a diverse community of talented, passionate people who are inspired to make the Museum an important hub of community activity and a great global destination. Our staff have the opportunity to grow their professional skills and work collaboratively with colleagues they admire and respect.
About The Role
This is an exciting role for a service oriented individual seeking to build their career within a mission driven organization. We are looking for a detail-oriented Vendor Relations Associate to manage invoice processing and vendor inquiries efficiently. This role is responsible for reviewing and processing invoices, ensuring timely payments, and responding to vendor and internal staff inquiries regarding payment statuses, discrepancies, and account details. The ideal candidate will have strong organizational skills and experience in accounts payable functions, including invoice entry, payment processing, and vendor communication.
A typical day for this role might include responding to vendor inquiries in the accounts payable inbox queue, coordinating with internal stakeholders to expedite a time-sensitive payment, contacting vendors to verify international wire details, coding invoices and setting up new vendors in our third party expense management system (Ramp).
We are seeking a full time Vendor Relations Associate who is a self-starter and works on-site 3 days a week.
Responsibilities:
Reports to: Accounts Payable Manager
Position type: Full-time
Salary: $59,935
Union status: Union UAW Local 2110
FLSA status: Non-Exempt
Schedule: 35 hours per week, Monday–Friday, 9 am–5 pm
If you have questions about our online application system, get in touch with us at job.applicationquestions@brooklynmuseum.org .
The Brooklyn Museum is a world-renowned cultural institution dedicated to preserving and showcasing art, history, and heritage. Our mission is to bring people together through art and experiences that inspire celebration, compassion, courage, and the will to act. Our vision is to serve as an institution where art is a powerful force for personal transformation and social change. Celebrating our differences and learning about our diverse communities through our collections, exhibitions, and programming is the core of who we are and what we do.
We are committed to creating and cultivating a diverse community of talented, passionate people who are inspired to make the Museum an important hub of community activity and a great global destination. Our staff have the opportunity to grow their professional skills and work collaboratively with colleagues they admire and respect.
About The Role
This is an exciting role for a service oriented individual seeking to build their career within a mission driven organization. We are looking for a detail-oriented Vendor Relations Associate to manage invoice processing and vendor inquiries efficiently. This role is responsible for reviewing and processing invoices, ensuring timely payments, and responding to vendor and internal staff inquiries regarding payment statuses, discrepancies, and account details. The ideal candidate will have strong organizational skills and experience in accounts payable functions, including invoice entry, payment processing, and vendor communication.
A typical day for this role might include responding to vendor inquiries in the accounts payable inbox queue, coordinating with internal stakeholders to expedite a time-sensitive payment, contacting vendors to verify international wire details, coding invoices and setting up new vendors in our third party expense management system (Ramp).
We are seeking a full time Vendor Relations Associate who is a self-starter and works on-site 3 days a week.
Responsibilities:
- Invoice Processing & Payment Management:
- Process invoices in the expense system (Ramp), ensuring correct coding and approval routing
- Verify payment details, amounts, and due dates to prevent errors and late payments
- Prepare payments to vendors using ACH, card, check, or wire transfers
- Monitor payment status, and follow up with internal/external stakeholders as needed
- Vendor & Internal Staff Communication:
- Onboard vendors into the expense system (Ramp), ensuring accurate and complete information - including vendor contact, W9, and payment details
- Serve as the primary point of contact for vendor inquiries regarding payment status, outstanding invoices, and billing issues
- Respond to internal staff inquiries related to invoices, AP processes/policies, and platform usage
- Investigate and resolve discrepancies related to payments, missing invoices, or incorrect charges by coordinating with vendors and internal departments
- Other duties
- Manage petty cash in the Finance office
- Review and process mail in the Finance office on a weekly basis
- Other duties as assigned
- Associate’s or Bachelor’s degree in Accounting, Finance, or related field (preferred).
- Minimum 2-3 years of work experience in accounts payable, payment processing, or financial operations.
- Attention to Detail. Accuracy in processing financial data and ability to spot errors and discrepancies.
- Analytical Skills. Strong problem-solving abilities to resolve payment issues efficiently.
- Communication Skills. Excellent written and verbal communication for vendor and internal interactions.
- Time Management. Ability to manage multiple invoices, deadlines, and priorities efficiently.
- Technical Skills:
- Experience with payment platforms, accounting software, or ERP systems (NetSuite, SAP, Sage, QuickBooks, Bill.com, or similar).
- Proficiency in Microsoft Excel, Google Drive, and Outlook.
- Experience with Ramp and ticketing support systems (Zenhub, Jira) a plus.
- Experience with nonprofit organizations a plus
Reports to: Accounts Payable Manager
Position type: Full-time
Salary: $59,935
Union status: Union UAW Local 2110
FLSA status: Non-Exempt
Schedule: 35 hours per week, Monday–Friday, 9 am–5 pm
If you have questions about our online application system, get in touch with us at job.applicationquestions@brooklynmuseum.org .
Salary : $59,935
