Master Data Administrator

Insidesource DEI Statement

By nurturing a culture where everyone experiences a deep sense of belonging and equity of opportunity, we will uphold our vision to "unleash human and business potential." We commit to being an anti-ism workplace and embedding diversity, equity, and inclusion throughout our business.

Job Summary

The Master Data Administrator is a critical operational role responsible for ensuring the accuracy, completeness, and consistency of all client and vendor data across our business systems. This position manages the onboarding process for both clients and vendor partners, supports vendor operations capabilities (such as EDI and digital tools), and maintains all related documentation, terms, discounting, and communication channels. This role directly supports the sales, finance, procurement, and vendor relations teams to ensure operational excellence and a seamless flow of information.


Essential Duties and Responsibilities:

• Client & Vendor Onboarding
  • Manage the full lifecycle of onboarding forms for clients and vendors, including sending, receiving, tracking, and ensuring complete and accurate submission.
  • Review onboarding documents for accuracy and completeness prior to internal handoff.
  • Partner with Sales and Finance to confirm any special terms, trade programs and/or discount structures for contract, retail ancillary and online retail vendors.

• Business System Data Entry & Information Management
  • Enter new client and vendor information in the company's business operating system, ensuring alignment with naming conventions, coding, and system rules.
  • Maintain and update ongoing data changes including:
    • Billing and shipping addresses
    • Contacts and communication preferences
    • Credit terms
    • Tariffs or other fees
    • Discount levels or contract pricing
    • W-9 and compliance documentation
  • Maintain vendor profiles within internal digital tools and communication systems.
  • Track updates on pricing, lead times, discontinued products, and operational changes; proactively communicate updates to internal teams.
  • Routinely audit data for accuracy and proactively correct discrepancies.
  • Manage and maintain online retail vendor portal log in lists

• Vendor Operations Support
  • Support vendor operations initiatives including monitoring, documenting, and improving processes such as, but not limited to, Electronic Ordering capabilities and Vendor Portal access.
  • Collaborate with procurement, finance, and other internal teams to identify process improvements in vendor operations.
  • Assist in collecting, consolidating, and formatting vendors spend data for quarterly and annual reviews.

Insidesource Core Responsibilities

• Exemplify Insidesource values of Team First, Client Led, Change Makers, Experience Focused.
• Participate in All Company Meetings and Regional Town Halls.
• Embody diversity, equity, and inclusion in our Insider community and business practices.

Supervisory Responsibilities

None


Skills, Knowledge, Experience Required

• Strong attention to detail with a high level of accuracy in data entry and documentation
• Experience managing data across systems (ERP, CRM, or similar)
• Highly organized with the ability to manage multiple workflows at once
• Proficiency in Microsoft Excel (basic formulas, tracking, organization)
• Strong communication skills and ability to collaborate cross-functionally
• Ability to identify discrepancies and resolve data issues proactively
• Experience with vendor onboarding processes, vendor coordination, or procurement
• Self-starter with strong ownership and follow-through

The anticipated salary range for this role is $70-85K. Actual compensation will be determined based on factors such as experience, skills, qualifications, and internal equity.

Acknowledgement

This job description is designed to outline the essential job functions and qualifications of this position. Responsibilities may be added or removed from time to time to match the changing needs of the company.