Vendor Setup Specialist

Job Description

Job Description

Salary:

WhoWe Are
Quint is the industry-leading provider of official tickets and hospitality packages to the world's most prominent sports and entertainment events. Based in Charlotte, North Carolina, with offices in six countries, Quints global footprint and proprietary technology platform continue to be the foundation of its exponential growth.
Quint's innovative programs enable partnership properties to expand fan experiences and corporate client entertainment opportunities in a way that reflects the quality and prestige of those brands. Quint has a portfolio of 15+ official property partnerships servicing over 90 events, including Formula 1, NBA, Kentucky Derby, MotoGP, Breeders Cup, Belmont Stakes, and the NHL.

The Role
As a member of our Finance & Accounting Team, you will be an integral part of a thriving and fast-growing organization and have autonomy to make an impact on the financial and control processes. The Vendor Onboarding Specialist acts as one of the first points of contact with the organization to facilitate the setup of new vendors, update current vendors, and assist with Accounts Payable in processing invoices. This role plays a critical part in ensuring compliance, data accuracy, and effective communication between internal teams and external vendors. The ideal candidate is detail-oriented, organized, and experienced in administrative or procurement functions.

The Vendor Onboarding Specialist knows the Companys systems and workflows of the onboarding process to act as a subject matter expert to the internal organization. They are responsible for the full onboarding process from requesting documentation, communicating with new and current vendors, and setting up vendors in Sage Intacct. They have strong communication skills to assist in monitoring and responding to requests and inquiries sent to the Vendor Setup email inbox as well as assisting with communications in the Accounts Payable inbox and invoice processing in Yooz AP automation software.

Essential Job Duties & Functions
Monitoring the Vendor Setup email inbox and timely responding to all requests and questions
Performing vendor onboarding to ensure compliance with internal policies before payment
Maintaining exceptional relationships with vendors & company personnel
Entering and maintaining vendor information in Sage Intacct
Making both domestic and international phone calls to verify vendors banking details
Ensuring compliance with internal policies, tax regulations (e.g., W-9, W-8BEN), and risk management standards
Liaising with vendors to resolve setup issues and respond to inquiries in a timely and professional manner
Working closely with accounts payable and other internal teams to streamline setup processes
Conducting regular audits of vendor master data for accuracy and compliance
Monitoring, tracking and managing vendor setup requests
Monitoring the Accounts Payable email inbox and timely responding to requests and questions
Ensuring proper routing, coding & approval of invoices and purchase orders
Acquiring and maintaining vendor tax documents for year end 1099 reporting

Basic Qualifications
At least 1+ years of vendor setup experience
Must have at least 2+ years of accounts payable experience
Experience with purchase order system is a must
Experience with Yooz AP automation software (or similar) and Sage Intacct strongly preferred
Accrual & Prepaid experience a must have
Experience in sports, entertainment or hospitality industries preferred
Knowledge of internal controls and SOX compliance related to vendor master data
Exceptional communication skills, both verbal and written
Able to interact with internal and external vendors (domestic and international), and various levels of management
Strong attention to detail and ability to maintain a high level of accuracy
Strong organizational, problem-solving and analytical skills
Understanding of US GAAP, accrual accounting, chart of accounts and full procure-to-pay process
Ability to demonstrate flexibility and embrace change in a dynamic environment
Proficiency in Microsoft Office Suite with intermediate-level skills in Excel

Physical Demands
Prolonged periods sitting at a desk and working on a computer
Must be able to lift up to 25 pounds
Must be able to work on-site at Charlotte, NC headquarters
Willing and eligible to travel internationally, as needed
Eligible to work in the United States