Staples is business to business. You’re what binds us together.
Our talented finance team partners with every area of the business to drive results and provide financial expertise. We are passionate about analyzing and interpreting information to assess performance and provide guidance. Our team serves as a true partner and advisor to all our business leaders; working with them to accelerate the company’s profitability and growth.
The Vendor Setup Representative will be responsible for establishing and maintaining accurate vendor records within the Oracle ERP system. The role will support vendor onboarding and maintenance activities and perform review and validation of required documentation ensuring compliance with company policies and regulatory requirements. The role will work closely with merchandising, procurement, internal departments and vendors to resolve set-up issues, prevent duplicate or inaccurate records and support efficient and accurate payment processing.
What You Will Be Doing:
- Process new vendor setup requests and changes to existing vendor records in compliance with AP policies and SOX audit requirements.
- Perform appropriate verification procedures for vendor additions and changes, ensuring accuracy and completeness.
- Complete electronic setup for suppliers, adhering to fraud risk mitigation controls.
- Ensure completeness and accuracy of tax setup for suppliers to minimize 1099 error reporting.
- Perform special set-up activations in source systems as needed.
- Collaborate with Global Buying and Procurement teams on payment term changes and contract issues.
- Support with vendor maintenance for acquisitions and testing support for Coupa upgrades.
Handle customer service inquiries to ensure that email correspondence is addressed timely.
Provide backup support for disbursement processing tasks as needed.
Assist with periodic vendor master file reviews and data cleanup to maintain data integrity.
Assist with special projects as needed.
Accountable for performance measures and targets, support continuous improvement efforts and ensure exceptional internal and external customer service.
Basic Qualifications:
High School Diploma or GED
- Strong attention to detail and commitment to data accuracy
- Excellent organizational and communication skills
- Strong problem-solving skills to resolve customer service issues and inquiries.
- Ability to handle sensitive vendor information appropriately.
Must be able to work independently.
Preferred Qualifications:
1 to 2 years of related work experience
Proficient with Microsoft Office Suite
Knowledge of Oracle Financials
Comprehensive understanding of Accounts Payable processes
We Offer:
- Inclusive culture with associate-led Business Resource Groups.
- Flexible PTO (14 days) and Holiday Schedule (7 observed paid holidays).
- Company Match 401(k), wellness programs, and more!
About UsStaples is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, age, national origin, protected veteran status, disability, or any other basis protected by federal, state, or local law.
Skills Required
- High School Diploma or GED
- 2+ years of experience in Accounts Payable, Finance, Accounting, Banking, or a related business function
- Strong attention to detail and organizational skills
- Proficiency with Microsoft Office Suite, including Excel
- Experience with Oracle Financials
- Experience maintaining vendor master records
Staples Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about Staples and has not been reviewed or approved by Staples.
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Wellbeing & Lifestyle Benefits — Wellbeing offerings are described as broad, including wellness reimbursements, emotional support and coaching, legal services, identity theft protection, and pet insurance. Employee discounts and select on-site amenities are also positioned as meaningful add-ons beyond basic coverage.
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Leave & Time Off Breadth — Time-off provisions are presented as relatively expansive, including paid time off, company-recognized holidays, and a personal or flexible holiday option. Vacation that grows with tenure and PTO flexibility are highlighted as valued elements.
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Inclusive Benefits Coverage — Healthcare benefits explicitly include gender-affirming care alongside medical, dental, and vision coverage. Family and caregiver programs also include support that references LGBTQ+ considerations and broader life-stage needs.
Staples Insights
What We Do
For nearly 40 years, Staples has been a trusted leader in delivering end-to-end workplace solutions for consumers and businesses of all sizes across a broad range of industries. The company provides a comprehensive portfolio of products, strategic solutions, and services including print and marketing, shipping, technology, and travel. Its specialized assortment includes high-quality office supplies, janitorial products, technology, furniture, and breakroom essentials, all supported by best-in-class supply chain capabilities and a dedicated team of experts committed to making the workday easier. Headquartered near Boston, Massachusetts, Staples operates throughout North America via direct B2B sales, e-commerce, and more than 900 retail stores. To learn more, visit your local U.S. Staples store, download the Staples app, explore Staples.com or StaplesBusiness.com, or follow @Staples on social media.
