The Bill Processing Executive shall be responsible for verifying, processing, and coordinating all vendor invoices, purchase orders, goods receipt notes (GRNs), work orders, and supporting documents to ensure timely and accurate payment processing. The role requires close coordination with Purchase, Stores, Projects, Contracts, Finance, and Vendor teams.
Key Responsibilities:
Invoice Verification
- Verify vendor invoices against approved Purchase Orders (POs).
- Ensure invoice quantities match GRNs and approved measurements.
- Verify rates, taxes, discounts, and commercial terms.
- Check correctness of GST details and statutory requirements.
- Identify discrepancies and coordinate with concerned departments for resolution.
Bill Processing
- Process supplier and contractor invoices in ERP.
- Ensure all supporting documents are attached before processing.
- Track invoice approval status through workflow stages.
- Maintain invoice processing timelines as per company policy.
- Follow up with approvers for pending invoices.
Purchase Documentation Control
- Maintain records of:
- Purchase Orders
- Work Orders
- GRNs
- Delivery Challans
- Tax Invoices
- Vendor Agreements
- Ensure document completeness and compliance.
ERP Management
- Enter invoice details accurately into ERP.
- Generate invoice tracking reports.
- Update payment status in ERP.
- Maintain vendor master data as required.
- Ensure data accuracy and system compliance.
Coordination
- Coordinate with Stores for material receipt confirmations.
- Coordinate with Site Engineers for quantity verification.
- Coordinate with Finance for payment processing.
- Coordinate with Vendors for invoice clarifications and corrections.
Compliance & Controls
- Ensure compliance with company procurement policies.
- Verify approval hierarchy before processing invoices.
- Ensure GST compliance and supporting documentation.
- Maintain audit-ready records.
Qualifications
Education
- B.Com / M.Com / BBA
- Diploma or Degree in Supply Chain, Procurement, or Finance preferred
Experience
- 2–5 years in Purchase Billing, Accounts Payable, Procurement Support, or Construction Billing.
Technical Skills
- ERP Systems
- Microsoft Excel
- GST Invoice Verification
- Purchase Order Management
- Vendor Bill Processing
Behavioral Competencies
- Attention to Detail
- Strong Documentation Skills
- Analytical Thinking
- Time Management
- Vendor Coordination
- Process Discipline
- Team Collaboration
Authority Limits
The Bill Processing Executive shall:
- Verify and process invoices.
- Escalate discrepancies for approval.
- Not approve commercial changes, rate revisions, or variation orders without authorized approvals.
Success Criteria
The employee will be considered successful if:
- Vendor bills are processed accurately and on time.
- ERP records remain error-free.
- Audit observations are minimized.
- Vendor payment delays due to documentation issues are reduced.
- Procurement documentation remains complete and compliant.
Pay: ₹22,000.00 - ₹25,000.00 per month
Work Location: In person
