Vendor Maintenance Coordinator

The Vendor Maintenance Coordinator will be an integral part of the OPC team by managing the integrity of the Vendor Master data system of record for all OPC suppliers. This position will maintain existing and new vendor information in dual systems (Maximo and Lawson/Infor). The Vendor Maintenance Coordinator will comply with confidentiality, be exceptionally organized and analytical, ensure electronic record keeping is updated in SharePoint, secured vendor-specific folders, and DMS. This position will follow specific vetting procedures for approvals, W-9 retrieval, EIN, and IRS Tincheck, OFAC, DMF, DNB, Credit Risk Monitor, Lexis Nexis, and performing internal system of record research to prevent duplicate records. The Vendor Maintenance coordinator will follow banking fraud prevention processes by completing independent verifications of required submitted documents. The Vendor Maintenance Coordinator will be customer service driven and work closely with Accounts Payable, Supply Chain, Tax, Treasury, and the Corporate Accounting team.

Job Duties:

• Works directly with Supply Chain, Accounts Payable, vendors, and other internal teams to collect required documents and approvals necessary for vendor file maintenance additions and changes. Ensure that all records are stored in a secure location while verifying all pertinent documents are attached to the vendor file. Any pre-existing paper documents should be moved to an electronic file.
• Performs initial vendor database analysis before creating vendor records.
• Confirm data is entered in accordance with pre-established verification steps. Ensure vendor records, remit to addresses, banking, location codes, and tax liabilities are properly set up and compliant with company policies and procedures.
• Answer internal and external inquiries via the vendor maintenance email while adhering to the 24-48-hour response time.
• Enter and maintain banking information and verify/validate any change requests including direct deposit verification by confirming data by phone call. Update payment methods as needed, and work with Supply Chain to update vendor terms.
• Ensure vendor files are continuity-driven while working on existing vendor cleanup.
• Collaborating with the OPC Tax Team to ensure vendor records reflect proper legal entity type and also maintain the most recent W-9.
• Assist with ad-hoc projects as needed. Assist with quarterly or annual system testing to ensure updates and access are working correctly. Work with FOC vendor teams as needed.
• Contribute to the continuous improvement of the vendor maintenance process by identifying opportunities to streamline processes and improve efficiencies-escalating to management as needed.

Required Qualifications:

Education: High School Degree or GED required. Associate degree preferred.

Experience: 5 years of Vendor Maintenance/Accounts Payable experience required

Equivalent Experience: 7 years of administrative experience.

Specialized Skills:

• Knowledge of Microsoft Office suite including MS Outlook required and knowledge of Maximo, Infor, and Supply Chain & AP Processing is preferred.
• Experience with third-party data verification systems is preferred.
• Must possess strong verbal communication skills.
• Must demonstrate leadership amongst peers and work well across all levels of management.
• Ability to perform effectively and adapt positively in a changing environment.
• Initiative-taker.
• Knowledge of accounts payable laws and regulations.
• Ability to prioritize work assignments and manage multiple tasks concurrently.
• Able to work independently and as a strong collaborator.

Licenses, Registrations, and/or Certifications: Valid driver's license that meets the insurance eligibility requirements under Oglethorpe Power's Driver Qualification Program.

Salary : $56,000 - $70,000