Purchasing & Admin Administration Team Lead

Purchasing & Admin Administration Team Lead

Location: Kolkata
Experience: 8–12 Years

Job Overview

We are looking for an experienced Purchasing & Admin Administration Team Lead to lead and supervise high-volume Purchasing & Administration operations. The role will be responsible for team performance, P2P processing, supplier maintenance, invoice receipting, financial reconciliations, reporting, quality management, and SLA adherence.

The candidate will ensure accurate, compliant, and timely processing of Purchasing & Administration transactions while managing team productivity and stakeholder expectations.

Key Responsibilities

Team Leadership & Performance Management

• Lead and supervise a team handling high-volume Purchasing & Administration transactions.

• Drive productivity, quality, accuracy, and SLA adherence across daily operations.

• Monitor output quality and implement appropriate process controls to prevent errors.

• Coach, mentor, and performance-manage team members in a shared services environment.

• Ensure transactions are processed accurately and within defined timelines.

• Prepare and review daily, weekly, and monthly status reports.

Purchase-to-Pay (P2P) Processing

• Create and manage purchase orders based on business requests, ensuring appropriate coding and approvals.

• Resolve purchase order-related issues and requests.

• Process invoices and consolidated/bulk invoices using Kofax / Speedscan.

• Monitor open purchase orders and GRNI reports and follow up with suppliers for required invoices or documentation.

• Handle AP queries, including overdue payments, missed invoices, statement checks, and stop-credit issues.

Supplier Maintenance & Governance

• Maintain supplier master data, including bank account changes and insurance expiry updates.

• Support supplier compliance checks and ensure supplier documentation is accurate and up to date.

• Ensure supplier-related transactions comply with established processes and controls.

Financial Processing & Reconciliations

• Process FX payments and prompt-payment activities.

• Complete monthly reporting entries for Purchasing & Administration commitments.

• Review daily, fortnightly, and month-end activities and ensure timely submission.

• Record and upload entries into Purchasing & Administration or financial systems.

• Support financial reconciliations and accounting activities involving journals, accruals, and GRNI.

Reporting & Data Management

• Prepare and review Purchasing & Administration reports and supplier lists.

• Maintain accurate documentation and data across internal systems.

• Provide operational and management support for order reporting.

• Fulfill ad-hoc reporting requirements.

• Ensure reporting accuracy and timely delivery of business information.

Stakeholder Management

• Respond to internal and external stakeholder queries regarding invoices, purchase orders, payments, and supplier data.

• Support Finance, Procurement, and Purchasing & Administration management teams with transactional and reporting requirements.

• Coordinate with client and internal stakeholders to resolve operational issues.

• Ensure SLA and TAT adherence and proactively manage escalations.

Required Skills & Qualifications

• 8–12 years of relevant experience with proven team leadership experience in high-volume transactional operations.

• Strong experience in AP, P2P, Procurement, Accounts Processing, or related shared-services operations.

• Strong understanding of P2P processes, purchasing, receipting, and basic accounting concepts.

• Knowledge of journals, accruals, GRNI, invoice processing, and reconciliations.

• Strong understanding of process controls, quality management, SLA, and TAT management.

• Excellent verbal and written communication skills.

• Strong attention to detail, accuracy, and documentation.

• Proficiency in MS Office – Excel, Word, and PowerPoint.

• Experience working with offshore/remote teams or shared-services environments.

• Experience with ERP, SAP, Oracle JD Edwards, or similar Purchasing & Administration systems is preferred.

• Knowledge of compliance documentation and supplier governance is an advantage.

• Familiarity with Power BI and reporting tools is preferred.

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 and ability to work independently.

Additional Information

• Ex-TCS employees are not eligible to apply.

• PAN and Date of Birth (DOB) are required for profile creation.