Administrative & Procurement Assistant

Department: Information Technology

Employment Type: Full Time

Location: APAC-India-IT Delivery Center Hyderabad

Description

• Manage daily office administration activities including facilities, housekeeping, security, and pantry services.
• Coordinate meeting room bookings, visitor management, and office events.
• Maintain records, files, seat allotment and documentation related to admin activities.
• Support travel arrangements (flight tickets, hotel bookings, cab arrangements) for employees and leadership.
• Assist in parking management, access cards, office supplies, and courier tracking.
• Handle employee queries related to admin services and ensure timely resolution.

• Assist in sourcing vendors and obtaining quotations for goods and services.
• Prepare comparative statements and support vendor evaluation.
• Raise Purchase Requisitions (PRs) and Purchase Orders (POs) as per internal approvals.
• Coordinate with vendors for order placement, delivery timelines, and invoicing.
• Track procurement requests and ensure timely closure.
• Maintain vendor database and procurement documentation.
• Support invoice verification and coordination with finance for payments.

Role expectations

1. Lead vendor identification, evaluation, and selection in alignment with organizational procurement policies and compliance standards.
2. Conduct vendor meetings and assessments to evaluate capabilities, commercial terms, and adherence to company norms.
3. Manage end-to-end vendor onboarding through the ARAVO portal, ensuring compliance and timely vendor activation.
4. Source competitive quotations based on business and client requirements and drive commercial negotiations to finalize optimal pricing and terms.
5. Translate global business requirements into accurate Purchase Requisitions (PRs) within SAP.
6. Create and manage contracts in the SAP Ariba portal, ensuring accurate capture of commercial and legal terms.
7. Coordinate contract approval workflows by liaising with Legal, Finance, and business stakeholders to ensure timely approvals.
8. Manage PR approval workflows by coordinating with cross-functional stakeholders to ensure compliant and on-time approvals.
9. Collaborate with Operations teams for Purchase Order (PO) creation and ensure timely issuance and communication to vendors.
10. Monitor and manage vendor performance to ensure on-time delivery, quality standards, and service-level compliance.
11. Act as a primary point of contact between vendors and internal teams to proactively resolve operational and commercial issues.
12. Ensure accurate invoice processing and work closely with the Finance/Accounts team to facilitate timely vendor payments.
13. Maintain procurement, contract, and vendor documentation in an audit-ready manner in line with internal controls and compliance requirements.

What we're looking for

• Strong knowledge of Procurement processes, Strategic Sourcing, and Vendor Onboarding & Management
• Hands-on expertise in SAP Ariba (PR, PO, Contract Management, Approvals)
• Experience with ARAVO vendor onboarding and compliance management
• Proficient in commercial negotiations, quotation analysis, and cost optimization