Purchase and Administration Specialist

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.