POSITION OVERVIEW:

We are looking for a hands-on Procurement & Operations professional to own sourcing, vendor management and day-to-day procurement operations for the group's non-core (indirect) categories - the goods and services that support how the business runs rather than what it sells. This spans Administration, Human Resources, Finance, Information Technology, Facilities, Marketing and allied professional services.

The role runs the complete procure-to-pay cycle: identifying and empanelling vendors, floating enquiries, negotiating commercials, releasing purchase orders, and then tracking every invoice through to payment - what has been raised, what amount is due, what is stuck and why. It is an execution-heavy, detail-driven role suited to someone who is comfortable working on an ERP, chasing closure daily, and keeping a clean, auditable trail behind every rupee spent.

Sourcing & Procurement:

- Own end-to-end sourcing for non-core categories across Administration, HR, Finance, IT, Facilities, Marketing and professional services.

- Convert business requirements into clear scopes of work and specifications in coordination with the requesting departments.

- Float RFQs/RFPs, run competitive bidding, prepare comparative statements and drive commercial negotiations on rate, payment terms, delivery timelines and warranty.

- Recommend vendor selection on the basis of total cost, quality, capability and service reliability rather than lowest quote alone.

- Release purchase orders and work orders accurately, ensuring correct rates, taxes, terms and approvals as per the delegation of authority.

- Build and maintain rate contracts, annual maintenance contracts (AMCs) and preferred-vendor arrangements for repetitive spends.

Vendor Management:

- Identify, evaluate and empanel vendors across categories; maintain a live, well-documented vendor database for each entity.

- Complete vendor onboarding, including KYC, GST registration, PAN, bank details, MSME status and statutory documentation, and keep vendor master data clean and current.

- Manage the day-to-day vendor relationship - order follow-up, delivery adherence, service quality, escalations and dispute resolution.

- Review vendor performance periodically against agreed SLAs and turnaround times; maintain scorecards and act on non-performance.

- Continuously develop alternate sources to reduce dependency, improve service levels and strengthen negotiating position.

- Benchmark rates against the market at regular intervals and renegotiate where the group is paying above par.

Invoice Tracking & Payment Management:

- Track the complete invoice lifecycle - receipt, verification, booking, approval and payment - for all non-core vendors across entities.

- Verify each invoice against the purchase order and the goods/service receipt note before it is processed, and check rates, quantities, taxes, GST details and PO references.

- Maintain a live invoice and payment tracker capturing invoice number, date, vendor, amount, due date, approval status, payment status and ageing.

- Identify and resolve stuck invoices and payment issues - missing documentation, rate or quantity mismatches, pending approvals, incomplete delivery, short supply, debit notes or vendor-side discrepancies.

- Follow up with internal departments for approvals and confirmations, and with Finance / Accounts Payable for timely release of payments.

- Handle vendor payment queries, statement reconciliations and ledger differences, and close open items rather than letting them age.

- Monitor advances, retentions, security deposits and credit notes, and ensure these are adjusted correctly against future payments.

- Flag payment delays, exceptions and repeat issues, with the reason and proposed resolution, instead of only reporting status.

Day-to-Day Operations:

- Run daily procurement operations - open requisitions, pending purchase orders, deliveries in transit, installations, service calls and closures.

- Maintain a daily and weekly operational tracker covering what is open, what is due, what is delayed and what needs escalation.

- Coordinate across Admin, HR, IT, Finance, Facilities and business teams to keep routine requirements moving without disruption.

- Track AMC and contract renewals, licence expiries and subscription cycles well in advance of due dates.

- Ensure timely delivery, installation, verification and acknowledgement of goods and services, and close the loop on short supplies, damages and returns.

- Resolve operational bottlenecks on the ground and keep stakeholders informed on realistic timelines.

ERP & Systems:

- Work extensively on the ERP for requisitions, purchase orders, goods and service receipts, invoice booking and payment tracking.

- Maintain accurate and disciplined data entry so that system records reflect the actual on-ground position at all times.

- Maintain vendor masters, item and service codes, rate masters and category classifications within the system.

- Use ERP reports - open POs, pending receipts, invoice ageing, spend by category and by vendor - to drive follow-up and closure.

- Support digitisation and automation of procurement workflows, approval routing and documentation.

Cost Control, Budgets & Savings:

- Track category-wise spend against approved budgets and highlight variances with reasons.

- Identify and deliver cost savings through negotiation, consolidation of spend across entities, specification rationalisation and vendor realignment.

- Analyse historical spend to spot duplication, maverick buying and opportunities for rate contracts.

- Support annual budgeting exercises for non-core categories with data-backed inputs.

Compliance, Contracts & Documentation:

- Ensure all procurement is carried out in line with internal policy, the delegation of authority and applicable statutory requirements.

- Coordinate on contracts, service agreements, AMCs, NDAs and work orders, and ensure timely execution and renewal.

- Maintain complete, organised and retrievable documentation for every transaction - enquiries, quotes, comparatives, approvals, POs, receipts and invoices.

- Support internal and statutory audits with records, explanations and closure of observations.

MIS & Reporting:

- Prepare periodic MIS on spend, savings, open orders, invoice status, payment ageing and vendor performance.

- Build simple dashboards that give management a clear view of where money is committed, what is billed and what remains unpaid.

- Highlight risks, recurring issues and process gaps, with recommendations for correction.