Purchase and Administration Specialist

Gratitude Inc

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3 weeks ago

Purchase and Administration Specialist

2-7 Year(s)

Kolkata

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Job Description

Key Skills

ERP Oracle SAP Vendor Management Supplier Management procurement ms excel Accounts Payable Invoice processing Data Management Financial Reporting

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Purchasing & Administration Specialist

Location: Kolkata
Experience: 2–7 Years
Notice Period: 0–30 Days

Job Overview

We are looking for a Purchasing & Administration Specialist to provide accurate and timely transactional support for Purchasing & Administration-related financial and administrative processes. The role will focus on Purchase-to-Pay (P2P) processing, purchasing, supplier maintenance, invoice receipting, reconciliations, and reporting, ensuring transactions are compliant, properly documented, and completed within agreed SLAs.

Key Responsibilities

Purchase-to-Pay (P2P) Processing

Create and manage purchase orders based on business requests, ensuring appropriate coding and approvals.
Process purchase order requests and invoice receipting activities.
Process invoices and consolidated/bulk invoices using tools such as Kofax / Speedscan.
Monitor open purchase orders and GRNI reports and follow up with suppliers for required invoices or documentation.
Resolve AP-related queries, including overdue payments, missed invoices, statement checks, and stop-credit issues.

Supplier Maintenance & Governance

Maintain accurate supplier master data, including bank account changes and insurance expiry updates.
Perform supplier compliance checks as required.
Ensure supplier information and supporting documentation are accurate and up to date.

Financial Processing & Reconciliations

Process FX payments and prompt payment activities.
Complete monthly reporting entries for Purchasing & Administration commitments.
Perform daily, fortnightly, and month-end processing activities.
Record and upload transactions into Purchasing & Administration or financial systems.
Support reconciliation and accounting activities involving journals, accruals, and GRNI.

Reporting & Data Management

Prepare and maintain Purchasing & Administration reports and supplier lists.
Maintain accurate documentation and data across internal systems.
Provide operational and management support for order reporting.
Handle ad-hoc reporting requirements and data requests.

Stakeholder Support

Respond to internal and external stakeholder queries related to invoices, purchase orders, payments, and supplier information.
Support Finance, Procurement, and Purchasing & Administration teams with transactional and reporting activities.
Coordinate with clients and internal stakeholders as required.

Required Skills & Qualifications

2–7 years of experience in AP, P2P, Procurement, Accounts Processing, or related transactional operations.
Strong understanding of Purchase-to-Pay processes, purchasing, receipting, and basic accounting concepts.
Knowledge of journals, accruals, GRNI, invoice processing, and reconciliations.
Strong attention to detail, accuracy, and documentation skills.
Good verbal and written communication skills.
Intermediate-level MS Excel skills.
Proficiency in MS Office applications such as Word, PowerPoint, and SharePoint.
Experience working with workflow or document management systems.
Experience working with offshore/remote teams or in a shared services environment.
Exposure to ERP, SAP, Oracle JD Edwards, or similar Purchasing & Administration systems is preferred.
Knowledge of compliance documentation and supplier governance is an advantage.
Exposure to Power BI and reporting tools is an added advantage.

Work Environment

Offshore support for AU/NZ Purchasing & Administration (AP / Receipting) operations.
Shift timings: 12:00 AM IST and/or 6:00 AM IST.
Training/Knowledge Transfer: Approximately 5–6 weeks at AU/NZ timings.
Requires flexibility, accuracy, and the ability to work independently.

Additional Information

Notice Period: 0–30 Days
Ex-TCS employees are not eligible to apply.
PAN and Date of Birth (DOB) are required for profile creation.

Role

Procurement Specialist

Timings

Night Shift (Permanent)

Industry

BPO

Work Mode

Work from office

Process

Non-Voice

Functional Area

ITES / BPO / Customer Service

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