Admin
Share
Job Location:
Monthly Salary:
Posted on:
23 hours ago
Vacancies:
1 Vacancy
Job Summary
Position Summary
The Administration assistant will be responsible for endtoend support in purchase order
processing vendor coordination invoice management budgeting and compliance
activities. The role requires strong coordination with internal stakeholders and external
vendors to ensure smooth operations timely approvals and accurate financial
processing in alignment with company policies.
Key Responsibilities
1. Purchase Order (PO) Management
Initiate and process Purchase Requisitions (PR) and Purchase Orders (PO) in
the system.
Coordinate with internal stakeholders to capture accurate specifications and
requirements.
Follow up with approvers to ensure timely PO approvals.
Maintain records of all issued POs and track status until completion.
2. Vendor Management
Source and obtain quotations from multiple vendors/service providers as per
requirement for the admin vendors.
Conduct comparison analysis and share recommendation summaries with
stakeholders.
Coordinate with vendors to complete the vendor registration and onboarding
process.
Maintain and update vendor master data at plant level.
3. Invoice & Payment Processing
Process vendor monthly bills/invoices as per agreed timelines.
Coordinate with the Corporate COE (Finance) team for invoice verification and
approval.
Ensure correctness of supporting documents such as PO work completion
certificates delivery notes etc.
Follow up with internal stakeholders and finance teams for payment approvals.
Track and reconcile payments pending invoices and aging reports.
4. Administration Invoice & Bill Management
Process adminrelated invoices such as Contract workers housekeeping facility
management travel utilities and Mathadi etc.
Validate service delivery and ensure compliance to contractual terms before
processing payments.
Maintain monthly MIS of admin expenses.
The Administration assistant will be responsible for endtoend support in purchase order
processing vendor coordination invoice management budgeting and compliance
activities. The role requires strong coordination with internal stakeholders and external
vendors to ensure smooth operations timely approvals and accurate financial
processing in alignment with company policies.
Key Responsibilities
1. Purchase Order (PO) Management
Initiate and process Purchase Requisitions (PR) and Purchase Orders (PO) in
the system.
Coordinate with internal stakeholders to capture accurate specifications and
requirements.
Follow up with approvers to ensure timely PO approvals.
Maintain records of all issued POs and track status until completion.
2. Vendor Management
Source and obtain quotations from multiple vendors/service providers as per
requirement for the admin vendors.
Conduct comparison analysis and share recommendation summaries with
stakeholders.
Coordinate with vendors to complete the vendor registration and onboarding
process.
Maintain and update vendor master data at plant level.
3. Invoice & Payment Processing
Process vendor monthly bills/invoices as per agreed timelines.
Coordinate with the Corporate COE (Finance) team for invoice verification and
approval.
Ensure correctness of supporting documents such as PO work completion
certificates delivery notes etc.
Follow up with internal stakeholders and finance teams for payment approvals.
Track and reconcile payments pending invoices and aging reports.
4. Administration Invoice & Bill Management
Process adminrelated invoices such as Contract workers housekeeping facility
management travel utilities and Mathadi etc.
Validate service delivery and ensure compliance to contractual terms before
processing payments.
Maintain monthly MIS of admin expenses.
5. Budgeting & Provisioning
Assist in preparation of annual and monthly budgets for administration and
welfare.
Track budget utilization and highlight variances.
Process monthly provisions/accruals for vendor bills in alignment with finance
guidelines.
6. Compliance & Documentation
Ensure adherence to HR and admin policies approval matrices and compliance
requirements.
Maintain digital and physical documentation of POs agreements and invoices.
Coordinate for any internal/external audit requirements and provide necessary
data.
7. Stakeholder Coordination
Act as a single point of contact between internal departments vendors and
finance COE.
Provide timely updates on procurement status bill processing and vendor
issues.
Support crossfunctional teams by ensuring seamless flow administrative
operations.
Required Skills & Competencies
Strong understanding of procurement and invoice processing workflows.
Good communication and coordination skills.
Proficiency in MS Excel ERP tools/SAP (or similar procurement systems).
Ability to manage multiple tasks and meet tight deadlines.
Analytical thinking and vendor negotiation skills.
Knowledge of budgeting provisions and financial compliance processes.
Assist in preparation of annual and monthly budgets for administration and
welfare.
Track budget utilization and highlight variances.
Process monthly provisions/accruals for vendor bills in alignment with finance
guidelines.
6. Compliance & Documentation
Ensure adherence to HR and admin policies approval matrices and compliance
requirements.
Maintain digital and physical documentation of POs agreements and invoices.
Coordinate for any internal/external audit requirements and provide necessary
data.
7. Stakeholder Coordination
Act as a single point of contact between internal departments vendors and
finance COE.
Provide timely updates on procurement status bill processing and vendor
issues.
Support crossfunctional teams by ensuring seamless flow administrative
operations.
Required Skills & Competencies
Strong understanding of procurement and invoice processing workflows.
Good communication and coordination skills.
Proficiency in MS Excel ERP tools/SAP (or similar procurement systems).
Ability to manage multiple tasks and meet tight deadlines.
Analytical thinking and vendor negotiation skills.
Knowledge of budgeting provisions and financial compliance processes.
Key Skills
- Data Entry
- Adobe Acrobat
- AS400
- EDI
- Microsoft Outlook
- Cloud Architecture
- Microsoft Excel
- Quick Books
- Administrative Experience
- Order Fulfillment
- Project Implementation
- Sales Support
