Vendor Database Specialist

Vendor Database Specialist

The Vendor Database Specialist provides administrative and technical support for the Firm's global Vendor Master File and underlying processes. This position ensures timely and accurate vendor setup and maintenance, initial compliance checks, and efficient handling of vendor-related requests. The role supports the Vendor Database Supervisor by managing routine tasks, allowing the Supervisor to focus on oversight, compliance, and reporting.

Duties And Responsibilities

• Create and update vendor records in Elite 3E, SmartSource, and Emburse systems.
• Coordinate initial OFAC checks with the Conflicts Department and confirm completeness of tax forms (W-9, W-8).
• Validate U.S. vendor tax IDs through IRS TIN Matching; escalate discrepancies as needed.
• Maintain vendor documentation (tax forms, banking instructions, address changes).
• Monitor the Accounts Payable mailbox for vendor-related inquiries; respond to standard requests and escalate complex matters.
• Review Emburse Invoice submissions for new vendor setups and confirm compliance requirements are met.
• Assist in reconciling vendor data across systems to ensure consistency and accuracy.
• Support annual 1099 preparation by collecting missing tax documentation and responding to vendor inquiries.
• Provide professional customer service to attorneys, staff, and vendors.
• Maintain confidentiality of vendor data at all times.
• Assist the Supervisor with ad hoc reporting, audits, and special projects.
• Ability to travel on an occasional basis (5%) and in some instances for an extended period of time for certain projects.

Salaries vary by location and are based on numerous factors, including, but not limited to, the relevant market, skills, experience, and education of the selected candidate. If an estimated salary range for this role is available, it will be provided in our Target Salary Range section. Our compensation package also includes bonus eligibility and a comprehensive benefits program. Benefits information can be found at Sidley.com / Benefits.

Target Salary Range

$62,000 - $70,000 if located in Illinois

Qualifications

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and / or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email staffrecruiting@sidley.com (current employees should contact Human Resources).

Education and / or Experience :

Preferred :

Other Skills and Abilities :

Sidley Austin LLP is an Equal Opportunity Employer

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