Vendor Specialist

Overview

Join the Xanterra Travel Collection team:

Xanterra Travel Collection is a premier group of travel and leisure businesses with a focus on sustainability and exceptional service. Headquartered in Greenwood Village, Colorado, we operate iconic properties and services in stunning locations worldwide, including lodging, food and beverage, Windstar Cruises, short-line railroads, and adventure travel. We are dedicated to creating unforgettable experiences for our guests and providing transformative career opportunities for our team members.

Job Summary:The Vendor Specialist plays a crucial role in onboarding vendors, maintaining vendor relationships, ensuring accurate state and federal reporting, and making certain vendor payments reach the intended recipient. This position requires meticulous attention to detail, strong organizational skills, and a deep understanding of vendor management and tax compliance. This position is based out of our corporate office in Greenwood Village, Colorado.

Responsibilities

• Manage the vendor onboarding process, including collecting required documentation, such as W-9 forms and vendor agreements, and communicating Xanterra processes to vendors, such as payment options and proper contacts. Maintain strong relationship with 3rd party supporting vendor onboarding and ensure smooth data exchange of vendor information.
• Maintain an up-to-date vendor database with accurate vendor information, including tax identification numbers, addresses, payment method, and payment terms.
• Prepare and distribute accurate annual reporting requirements, including 1099 forms to vendors in accordance with IRS regulations and deadlines.
• Address vendor inquiries related to 1099 reporting and other reporting requirements. Complete necessary corrections or amendments.
• Stay current with federal and state tax laws and regulations related to vendor reporting and withholding. Apply necessary changes in systems and to processes as necessary.
• Collaborate with the accounting and supply chain teams to reconcile vendor statements, resolving any issues identified timely and accurately.
• Serve as the primary point of contact for vendors regarding payment inquiries, tax documentation, and other vendor-related matters. Foster positive vendor relationships through clear and timely communication.
• Manage outstanding SUA payments to ensure vendors accept payments timely. Address recurring issues with vendors.
• Ensure compliance with internal policies and procedures for vendor management and reporting.
• Review and distribute outstanding check report for uncashed payments, working with AP processors to resolve prior to being escheated.
• Prepare various monthly reconciliations, including but not limited to AP Trade account. Ensure reconciliations are prepared, reviewed timely, and reconciling differences are resolved.
• Identify opportunities to streamline vendor management processes to enhance efficiency and accuracy. Work with the Senior Manager, Accounts Payable to implement process improvements.

Qualifications

• Intermediate Microsoft Excel and Word
• Excellent interpersonal and communication skills
• CloudSuite software experience a plus
• Prior experience with 1099 reporting
• 3-5 years of previous related experience

OTHER DUTIES: Please note that job descriptions are not intended to be an exhaustive list of all duties and responsibilities associated with the job. Other job-related duties and responsibilities may be assigned from time to time.

Compensation:

The wage for this role is $24.00 - $28.00 per hour depending on experience.

Benefits:

For full-time employees, Xanterra offers a comprehensive benefits package including: Medical, Dental & Vision; HSA & FSA; Life & Disability; Accident, Hospital & Critical Illness; Pet Insurance; PTO and paid Holidays; 401(k) with Company Match; Employee Assistance Plan; Education Assistance; RTD-Denver transit pass for in-office employees, and Employee Discounts & Travel Deals.

Xanterra Travel Collection is committed to a diverse and inclusive workplace. We are an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic information, protected veteran status, or any other legally protected status.