Vendor Disbursement Assistant (Finance)

Vendor Disbursement Assistant Position Summary We are seeking a highly organized and detail-oriented individual to fill the role of Vendor Disbursement Assistant Position. The ideal candidate will be responsible for efficiently handling vendor payments, maintaining accurate records, and fostering positive relationships with our vendors. This role requires a keen eye for detail, excellent communication skills, and the ability to collaborate with various stakeholders to ensure smooth disbursement processes. Essential Functions Payment Processing: Prepare payments weekly payment batches from ERP through various methods, including checks, ACH, and wire transfers as needed as backup to Vendor Disbursement Associate. Seek payment approval from designated approvers. Reconcile payments and resolve any discrepancies with vendors. Provide payment remittances to vendors, upon request. Vendor Management: Communicate with vendors to resolve issues, answer inquiries, and maintain positive relationships. Validate banking requirements on vendor's ACH setup. Improve vendor relationships by contacting vendors and requesting the change from check to ACH. Request, review and validate W9 and EIN matching on new vendor requests. Review and confirm pay terms are accurate on vendor's profile according to vendor's invoicing or contact terms. Statement Review: Assist with statement review, validating payment or past due invoices. Contact vendors for invoices and credit memos. Compliance: Ensure compliance with company policies, as well as local, state, and federal regulations. Stay informed about changes in accounting regulations and best practices. Process Improvement: Continuously evaluate and improve vendor payment processes to enhance efficiency and accuracy. Work closely with cross-functional teams to implement system enhancements or automation to streamline payment workflows. Misc. Duties as assigned Light travel to attend conferences/trainings Position Qualifications • Proven experience in vendor management, accounts payable, or a related financial role. • Strong understanding of financial regulations and compliance. • Excellent analytical and problem-solving skills. • Proficient in using financial software and systems. • Exceptional communication and interpersonal skills. Attributes: • Detail-oriented with a high level of accuracy • Ability to work independently and collaboratively in a fast-paced environment. • Strong organizational and time management skills • Proactive attitude towards process improvement. • Integrity and professionalism in handling confidential information Skills & Abilities Education Minimum 2 year Associate degree in Accounting, Finance, or related field or equivalent work experience Experience 1-3 years previous accounts payable or closely related experience Computer Skills Proficiency in the Microsoft Excel; Document Management System and Microsoft D365 experience strongly preferred. Other Requirements Knowledge of: Microsoft Office Suite including Access; Document Management Systems; VIP; beverage industry; general accounting practices and financial management; financial statements. Skill in: internal and external customer service. Ability to: work quickly, efficiently and independently; multi-task; be detail oriented and organized; follow-through; meet deadlines in a pressured situation; communicate effectively with other employees and develop good working relationships; adapt to change; operate a computer, copier, fax machine; problem solve; read and write; perform basic math functions (e.g. addition, subtraction). Other functions, skills and abilities may also apply.