Procurement and Administrative Support Specialist

4 weeks ago


Chennai, Tamil Nadu, India Verifitech Services - India Full time

At Verifitech Services - India, we are seeking an experienced Administrative and Vendor Management Coordinator to provide comprehensive administrative support to our office while overseeing vendor relationships and procurement activities.

Responsibilities:

  • Administrative Support: Provide general administrative support, including managing phone calls, emails, and correspondence.
  • Vendor Coordination: Schedule and coordinate meetings, appointments, and travel arrangements for team members.
  • Document Preparation: Assist in preparing and editing documents, reports, presentations, and other materials.
  • Record Management: Maintain and update company records, databases, and filing systems.
  • Office Management: Manage and organize office supplies, equipment, and inventory.
  • Mail and Package Handling: Handle incoming and outgoing mail, packages, and deliveries.
  • Vendor Liaison: Liaise with vendors, including soliciting bids, negotiating contracts, and managing vendor relationships.
  • Vendor Research: Conduct vendor research, evaluation, and selection processes to ensure the best value for the organization.
  • Vendor Performance Monitoring: Monitor vendor performance, including tracking delivery timelines, quality, and customer service.
  • Vendor Invoice Review: Review vendor invoices, reconcile discrepancies, and process payments in a timely manner.
  • Vendor Record Maintenance: Maintain accurate vendor records, contracts, and documentation.
  • Collaboration and Communication: Collaborate with cross-functional teams to identify and address vendor-related issues or concerns.
  • Policies and Procedures: Assist in the development and implementation of vendor management policies, procedures, and guidelines.
  • Professional Development: Stay up-to-date with industry trends and best practices in vendor management and procurement.

Requirements:

  • Education: Bachelor's Degree Preferred; additional qualifications in office administration or related field is a plus.
  • Experience: Proven work experience as an Administrative Assistant or in a similar role with vendor management responsibilities.
  • Skills: Proficient in using office software and equipment, including MS Office (Word, Excel, PowerPoint) and office management tools.
  • Organizational Skills: Excellent organizational and time management skills.
  • Attention to Detail: Strong attention to detail and accuracy.
  • Communication Skills: Excellent written and verbal communication skills.
  • Prioritization and Multitasking: Ability to prioritize tasks and multitask effectively.
  • Problem-Solving and Decision-Making: Strong problem-solving and decision-making abilities.
  • Vendor Management Knowledge: Familiarity with vendor management principles, procurement processes, and contract negotiation.
  • Software Knowledge: Knowledge of relevant software applications and tools for vendor management.
  • Relationship-Building: Ability to build and maintain positive relationships with vendors.
  • Accounting Knowledge: Understanding of basic accounting principles for invoice processing and payment reconciliation.
  • Professionalism: Professional and friendly demeanor.
  • Teamwork: Ability to work independently and as part of a team.
  • Industry Knowledge: Experience in a specific industry or with specific vendor categories may be preferred, depending on the organization's needs.


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