Job title : Purchasing & Administration Specialist

Job Description :

We are looking for a detail-oriented Purchasing & Administration Specialist to support end-to-end Purchase-to-Pay (P2P) operations and purchasing-related financial and administrative processes. The role involves purchase order management, invoice receipting, supplier master maintenance, accounts payable query resolution, financial processing, reconciliations, and reporting. The candidate must ensure accurate documentation, compliance with internal policies, and timely completion of activities within agreed service-level agreements (SLAs).

Experience : 2–7 yrs

Location : Kolkata, West Bengal

Required Skills : 

1. Procure-to-Pay (P2P) and Purchase Order Processing

2. Accounts Payable and Invoice Receipting

3. Supplier Master Data Maintenance

4. MS Excel and Financial Reporting

5. Reconciliation, Documentation, and Stakeholder Management

Key Responsibilities : 

Purchase-to-Pay Processing

• Create purchase orders from email requests, ensuring correct coding and required approvals.

• Manage purchase order requests and monitor open purchase orders.

• Process invoices, including consolidated and bulk invoices, using document management systems such as Kofax or Speedscan.

• Monitor Goods Received Not Invoiced (GRNI) reports and follow up with suppliers for pending invoices or documentation.

• Resolve AP-related queries involving overdue payments, missing invoices, statement checks, and stop-credit issues.

Supplier Maintenance and Governance

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

• Support supplier compliance checks and maintain accurate supplier documentation.

Financial Processing and Reconciliations

• Process foreign exchange (FX) payments and prompt payment activities.

• Complete monthly reporting entries related to Purchasing & Administration commitments.

• Perform daily, fortnightly, and month-end activities and submit transactions for processing.

• Record and upload entries into purchasing, administrative, or financial systems.

Reporting and Data Management

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

• Maintain accurate records and documentation across internal systems.

• Support operational and management reporting requirements.

• Handle ad hoc reporting and data management activities.

Stakeholder Support

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

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

• Coordinate with clients and internal stakeholders to ensure timely resolution of issues.

Qualifications : 

• Demonstrated experience in high-volume transactional processing, preferably in AP, P2P, Procurement, or Accounts Processing.

• Understanding of purchasing, invoice receipting, and accounting concepts such as journals, accruals, and GRNI.

• Excellent written and verbal communication skills.

• Strong attention to detail, accuracy, and documentation practices.

• Intermediate MS Excel skills and proficiency in MS Office applications, including Word, PowerPoint, and SharePoint.

• Experience working with offshore teams, remote teams, or shared service environments.

• Familiarity with ERP systems such as SAP, Oracle, or JD Edwards is preferred.

• Knowledge of industry and compliance documentation is an advantage.

• Exposure to Power BI or other reporting tools is preferred.

• Ability to work independently and adapt to operational requirements.​

Important Points : 

• Ex TCS Employees can't apply.

• PAN and DOB are required for profile creation.