Vendor Reconciliation Expert

Job Summary:

We are seeking a Vendor Reconciliation Specialist to lead our vendor reconciliation process, ensuring timely and accurate resolution of outstanding vendor balances, claims, and disputes.

• Lead analysis of open transactions, including GRNI, aged payables, debit balances, credit memos, and unmatched invoices for quicker reconciliation and resolution with vendors.
• Drive regular reconciliations and proactive closure of vendor accounts through structured negotiations and settlements.
• Implement and maintain a robust vendor reconciliation governance framework, ensuring compliance with accounting policies, controls, and audit requirements.
• Standardize documentation and tracking for all claim resolution activities and ensure audit-readiness.
• Coordinate with Legal, Tax, and Compliance teams as needed for settlement frameworks and exception handling.

Key Responsibilities:

Operational & Functional Leadership

Own end-to-end Vendor reconciliation and resolution process, identify, investigate, validate, and clear outstanding vendor balances, claims, and disputes.

Lead analysis of open transactions such as GRNI, aged payables, debit balances, credit memos, and unmatched invoices for quicker reconciliation and resolution with the vendors.

Drive regular reconciliations and proactive closure of vendor accounts through structured negotiations and settlements.

The role involves diligently working and in collaboration with other verticals of Purchase to Pay such as Invoice Processing, Key Account Management, Vendor Experience etc and the Business teams.

Process Governance & Controls

Implement and maintain a robust vendor reconciliation governance framework, ensuring compliance with accounting policies, controls, and audit requirements.

Standardize documentation and tracking for all claim resolution activities and ensure audit-readiness.

Coordinate with Legal, Tax, and Compliance teams as needed for settlement frameworks and exception handling.

Stakeholder Management

Liaise closely with sourcing, category, and operations teams to resolve upstream issues leading to claims pricing, GR/IR mismatches, or service delivery gaps.

Engage directly with vendors to reconcile statements, validate claims, and close out disputes professionally and efficiently.

Act as a single point of contact for all vendor reconciliation escalations in the P2P process.

Team Management & Capability Building

Lead and manage a team of analysts and specialists focused on claim resolution and payable integrity.

Develop and implement training, SOPs, and performance metrics to enhance team capability and productivity.

Drive a culture of ownership, accountability, and service orientation within the quit claims team.

Reporting & Transformation

Generate monthly dashboards on reconciliation status, risk exposure, and resolution TATs.

Identify process gaps and drive automation or systemic fixes to prevent claim reoccurrence.

Partner with digital and transformation teams for implementation of reconciliation tools, dispute tracking systems, and process optimization.

Qualifications & Experience:

MBA (Finance) / CA Inter / B. Com with strong P2P/AP exposure.

At least 5 years of experience in Procure-to-Pay operations, with minimum 2 years managing vendor dispute or claims resolution in a shared services setup.

Strong understanding of retail and/or e-commerce vendor ecosystems, contracts, and transactional complexity.

Experience in ERPs relevant AP automation tools.

Familiarity with SOX/internal controls and audit compliance.