Specialist - Vendor Management

Job Summary

Optimum is looking for a candidate to manage vendor payments, contracts, and Business Access Agreement (BAA) processes, including payment processing, reconciliations, vendor onboarding, contract administration, and records management. They will partner with Finance, Accounts Payable, and Vendor Management teams to ensure compliance, accurate coding, proper approvals, and efficient vendor support while mitigating operational and contractual risks.

Responsibilities

• Oversee and manage the BAA Payables mailbox, including internal and external communications related to vendor account management, ensuring inquiries and requests are addressed accurately and promptly. 
• Perform required tracking, documentation, archiving, verification, and approval follow-up to support timely and accurate transaction processing via Upload. 
• Coordinate and process Upload batches in accordance with applicable Business Access agreement terms and established procedures. 
• Maintain all Business Access agreements within designated network files, ensuring updated and executed agreements are properly archived and readily accessible. 
• Reconcile weekly payment trackers against the Oracle Payables system, ensuring payments are processed accurately and in accordance with vendor payment terms and conditions. 
• Partner with the Business Planning team to ensure expenses are properly coded in accordance with Finance directives. 
• Collaborate with Vendor Management leadership, Corporate Accounts Payable, and Financial Systems teams to ensure approvers are properly established within the payables system with the appropriate approval and signature authority levels. 
• Ensure adherence to company policies, processes, procedures, and internal controls when processing vendor payments and managing vendor accounts. 
• Support new contract negotiations and procurement activities alongside B2B initiatives. 
• Maintain, archive, and appropriately tag executed contracts within the Contract Works System (CWS). Monitor upcoming contract expirations and follow up with stakeholders to help minimize business and operational risk. 
• Manage vendor onboarding and vendor profile maintenance through OLII Central, coordinating with applicable stakeholders on new vendor submissions, legal name changes, banking updates, and other requested vendor profile changes. 
• Serve as a liaison between internal stakeholders and external vendors, supporting effective communication, issue resolution, and vendor relationship management. 

Qualifications

• High school diploma, GED, or equivalent required; bachelor’s degree preferred
• Three or more years of experience in vendor management, accounts payable, or general accounting preferred
• Proficiency with Microsoft Office Suite and Google Workspace, with strong Outlook skills and advanced experience using Excel, including PivotTables
• Experience with financial accounting and enterprise resource planning systems, including Oracle  
• Ability to work independently, manage competing priorities, and meet deadlines while maintaining strong organizational skills
• High level of accuracy and attention to detail, particularly when reviewing financial and contractual documentation.  of accuracy and attention to detail, particularly when reviewing financial and contractual documentation 
• Working knowledge of basic accounting principles and accounts payable processes
• Experience managing vendor relationships and reviewing vendor documentation, including Forms W-9 and W-8
• Strong understanding of contracts as they relate to invoice processing, vendor payment terms, and contractual terms and conditions