Job Description – Procurement & Vendor Coordination Executive
Job Title - Procurement & Vendor Coordination Executive
Job Overview
We are looking for a detail-oriented and proactive professional to manage vendor coordination, procurement activities, billing verification, commercial documentation, and day-to-day purchase-related operations. The candidate will be responsible for maintaining strong vendor relationships, ensuring commercial accuracy, evaluating vendor proposals, and supporting the organization in achieving cost-effective and timely procurement.
Key Responsibilities
Coordinate with existing and prospective vendors for pricing, product/service details, availability, delivery timelines, and commercial terms.
Collect, evaluate, and compare vendor proposals to support effective procurement decisions.
Prepare and maintain commercial comparisons, cost sheets, and procurement-related documentation.
Verify vendor bills/invoices against purchase orders, agreed rates, quantities, GST, and other applicable commercial terms.
Review invoices for discrepancies and coordinate with vendors for corrections or clarifications.
Coordinate regularly with vendors on orders, deliveries, payments, documentation, and other procurement requirements.
Negotiate with vendors on pricing, payment terms, delivery schedules, discounts, and other commercial conditions to achieve the best possible value.
Maintain and update vendor records, pricing details, commercial terms, and procurement documentation.
Assist in identifying suitable vendors and evaluating them based on pricing, quality, service, reliability, and delivery performance.
Monitor the overall procurement cycle from requirement gathering through vendor coordination, order processing, delivery, and billing closure.
Ensure timely follow-ups with vendors and internal teams to avoid delays in procurement and payment processes.
Coordinate with accounts/finance teams regarding invoice verification, payment-related queries, and vendor reconciliation.
Check and validate GST calculations, tax components, HSN/SAC details, and other applicable invoice requirements.
Ensure procurement documentation and billing records are properly maintained and organized.
Identify billing discrepancies, pricing variations, and commercial mismatches and ensure timely resolution.
Support management with procurement-related reports, cost comparisons, vendor performance updates, and other MIS requirements.
Maintain confidentiality of commercial information and vendor pricing.
Contribute to improving procurement processes, reducing unnecessary costs, and maintaining efficient vendor management.
Required Skills & Qualifications
Graduate in Commerce, Business Administration, Supply Chain, or a related field.
Prior experience in procurement, purchase, vendor management, billing, or commercial operations.
Good understanding of GST calculations, GST components, HSN/SAC, and invoice verification.
Strong knowledge of MS Excel/Google Sheets and basic MIS reporting.
Good numerical and analytical skills with strong attention to detail.
Strong negotiation and vendor management skills.
Ability to identify discrepancies in invoices, pricing, quantities, taxes, and commercial terms.
Good communication and follow-up skills.
Ability to coordinate with multiple vendors and internal departments simultaneously.
Strong organizational skills and ability to manage multiple procurement activities within deadlines.
Preferred Candidate Profile
The ideal candidate should be someone who is commercially aware, highly organized, good with numbers, and confident in dealing with vendors. The candidate should be comfortable negotiating rates, analyzing commercial proposals, verifying bills, understanding GST, and taking ownership of the complete procurement coordination process.
Key Competencies:
Vendor Management | Procurement Coordination | Commercial Evaluation | Negotiation | Invoice Verification | GST & Tax Knowledge | Cost Analysis | MIS & Excel | Payment Coordination | Documentation
Pay: ₹15,000.00 - ₹25,000.00 per month
Benefits:
Work Location: In person
