Supplier Master Coordinator

4 days ago

Franklin, United States Loews Customer Engagement Center and Distribution Services Full time
Job DescriptionJob DescriptionLoews Hotels & Co is a leading owner and operator of luxury hotels with a portfolio consisting of 26 hotels and resorts in the United States and Canada. Located in major city centers and resort destinations from coast to coast, the Loews portfolio features one-of-a-kind properties that go beyond Four Diamond standards and embrace their "uniquely local" community in order to curate exciting, approachable and local travel experiences for guests.

The Procure-to-Pay, Supplier Master Administrator contributes to Loews Hotels & Co success by providing services in a high volume financial shared services environment. This role represents Procure-to- Pay (P2P) by supporting an exciting collection of properties across North America and Canada.  This Team Member is responsible of maintaining all Supplier activities for the entire chain. This responsibility encompasses the validation of all Supplier data and its maintenance (both adds and changes) to ensure accuracy and compliance of supplier master data entry, applying policies and procedures to  responses to Supplier and  property requests in a timely manner. Strong attention to detail and accuracy is critical in this role due to the impact on the entire P2P life cycle from onboarding suppliers, through payment disbursement and managing Supplier performance.   The P2P Supplier Master Administrator possess a process improvement mindset and is responsible for driving continuous process improvement as well as  and leveraging technology in accordance with internal policies and GAAP. Achievement of daily, weekly, and monthly excellence standards and targets while delivering extraordinary customer service to all stakeholders is paramount. Will model and act in accordance with Loews Hotels & Co guiding values and mission. The P2P Supplier Master Administrator position reports to a P2P Manager.

Job Specific
  • Responsible to set-up new Suppliers and to maintain all supplier records.
  • Ensures all required documentation is completed and attached including New Supplier Set-up Form, banking information, and correct W9/W8 or other documents as needed.
  • Uses Supplier administration documents to prepare entry into Enterprise Resource Planning system(s) (ERP).  Ensures proper approvals are obtained based upon the request received.
  • Performs TIN matching and verification with IRS database and Office of Foreign Assets Control (OFAC) review.
  • Researches and resolves supplier set-up and maintenance requests with insufficient information.
  • Maintains queues within Document Management System to communicate updates, changes and completion of activity
  • Performs a periodic payment review of all Suppliers to ensure timely deactivation of inactive suppliers.
  • Participates in the year-end review of supplier master data to ensure 1099 compliance
  • Updates and maintains Supplier master data to support the accurate compiling and filing of all 1099 notices. Makes appropriate corrections as needed.
  • Coordinates with P2P AP Manager to ensure timely 1099 annual processing and backup withholding as needed.
  • Acts as a liaison between Sourcing, P2P, Hotel Finance departments and Suppliers to ensure timely responses and resolve discrepancies regarding Supplier maintenance.
  • Will skillfully address supplier issues using conflict resolution or negotiation skills to ensure a positive customer experience. This Team member must use good judgment to address any supplier issue and escalate to senior management as appropriate.
  • Assists with P2P month end close.
  • Maintains awareness of all activities and issues that could impact daily operations and service levels; recommends and helps implement workflow improvements.
  • Stays abreast of and communicates updates and changes to applicable IRS guidelines, regulations and other government or statutory requirements for 1099 or other reporting requirements.
  • Recommends, analyzes and makes recommendations on appropriate terms and transaction method for Loews Hotels Suppliers.
General
  • Other duties as assigned.
Qualifications
  • Ability to work cooperatively with others
  • Ability to maintain confidentiality
  • Ability to read, write and speak English effectively
  • Ability to communicate effectively both written and verbally
  • Ability to work effectively, maintain composure and make decisions in stressful situations
  • Ability to organize workload, adapt quickly to change, and deliver under the pressure of deadlines
  • Ability to perform both standard and intermediate spreadsheet functions using Microsoft Excel
  • Proficiency in windows-based computer programs to include e-mail, internet and word processing applications
  • Strong computer skills and ability to learn new computer applications
  • General knowledge of mathematics and accounting principles

Education:

  • High School Diploma or GED equivalent.  Higher level degree strongly preferred.

Experience:

  • 2 -3 years' work experience in a Hospitality, Finance, Shared Service environment or equivalent experience
  • 2 - 3 years of Supplier and/or Vendor relations experience preferred.
  • 3+ years full cycle accounts payable experience, preferably in a P2P environment.
  • 3+ years' experience using financial systems, preferably Oracle.
  • 5+ years' experience using Microsoft Office applications.
  • 3+ years accounting or bookkeeping experience preferred.

Loews Hotels & Co is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances.

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