Purchasing & Admin Administration Team Lead

Role/Skill: Purchasing & Admin Administration Team Lead

Location: Kolkata

Experience: 8-12 Years

Band: BPO 4/5


Position Overview

The Purchasing & Admin Administration Lead is responsible for governance and delivering accurate and

timely transactional support for Purchasing & Admin‑related financial and administrative processes. This

role focuses on P2P processing, Purchasing, supplier maintenance, invoice receipting, financial

reconciliations, and reporting, ensuring all Purchasing & Admin transactions (AP / Receipting) are

compliant, well‑documented, and processed within agreed SLAs.


Location

 Offshore – India

 Shift Timing (Tentative): From 12:00 AM IST and / or 6:00 AM IST

 Training (Tentative): 5–6 weeks Knowledge Transfer (KT) at AU/NZ Timings


Key Responsibilities

Team Leadership & Performance Management

 Lead and supervise a team handling highvolume, repetitive, accuracycritical Purchasing & Admin

(AP / Receipting) administration tasks.

 Drive productivity, quality, and SLA adherence across daily operations.

 Monitor output quality, implement controls, and ensure error prevention.

 Coach, mentor, and performancemanage associates in a processheavy shared services

environment

 Ensure all transactions are processed accurately and within defined timelines

 Daily, Weekly and Monthly Status reporting

Purchase-to-Pay (P2P) Processing

 Create purchase orders from email requests, ensuring compliant coding and approvals.

 Manage purchase order requests and issues.

 Receipt invoices and consolidated/bulk invoices using Kofax / Speedscan.

 Monitor open purchase orders and GRNI reports; follow up with suppliers for invoices or

documentation.


 Process AP queries including chasing overdue payments, resolving missed invoices, completing

statement checks, and addressing stop-credit issues.


Supplier Maintenance & Governance

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

 Support supplier compliance checks where required.

Financial Processing & Reconciliations

 Process FX payments and prompt-payment activities.

 Complete monthly reporting entries for Purchasing & Admin commitments.

 Review Daily, fortnightly and month-end activities and submit for processing.

 Record and upload entries into Purchasing & Admin or financial systems.

Reporting & Data Management

 Prepare and update Purchasing & Admin related reports and Supplier Lists with team.

 Maintain documentation and data accuracy across internal systems.

 Provide operational and managerial support for order reporting.

 Fulfill ad-hoc reporting requirements.

 Reports and Supplier Lists.


Stakeholder Support

 Respond to internal and external stakeholder queries regarding invoices, purchase orders,

payments and supplier data.

 Support finance, procurement, and Purchasing & Admin management teams with ad-hoc

transaction and reporting tasks.

 Coordinate with Client and Internal stakeholders as required

 Adhere to SLA and TAT to avoid escalations.


Required Skills & Qualifications

 Mandatory:

o Proven experience leading teams in high volume, transaction driven environments.

o Strong understanding of process controls, quality management, and SLA delivery.

o Excellent verbal and written communication skills.

o Demonstrated experience in high-volume transactional processing (AP, P2P,

procurement, accounts processing or similar).

o Understanding of basic P2P (purchasing, receipting) and accounting concepts (journals,

accruals, GRNI etc).

o Strong attention to detail, accuracy and documentation habits.

o Proficiency in MS Office (Excel, Word, PowerPoint)

o Experience working with offshore/remote teams or in a shared-services environment


 Preferred:

o Experience with Purchasing & Admin Management (AP / Receipting) systems (e.g., ERP,

SAP, Oracle JD).

o Knowledge of Industry and compliance documentation.

o Familiarity with Power BI and reporting tools.


Work Environment

o Offshore support for AU/NZ Purchasing & Admin (AP / Receipting) operations.

o Night shift (12:00 AM IST) & Morning shift (6:00 AM IST)

o Requires flexibility and ability to work independently.



PAN and DOB are required for profile creation