Vendor & Billing Coordinator - India

CRYOPDP, now part of DHL Supply Chain, has been dedicated to finding solutions for the transport of time - and temperature-sensitive products in the life science and healthcare industries for more than 25 years. CRYOPDP covers more than 220 countries and territories and the entire temperature-controlled supply chain: packaging, pick pack kit preparation, express service and specialist courier. We are proud to be the preferred logistics partner of the life science industry and healthcare professionals for more than 4,000 companies worldwide.

JOB TITLE : VENDOR & BILLING COORDINATOR -INDIA

Overall Mission

The primary responsibility of this role is to ensure the smooth functioning of vendor assessments, bill validations, and maintaining accurate records of all vendor transactions. This includes validating vendor information, cross-checking bills, ensuring timely payment processing, and maintaining up-to-date documentation in compliance with internal and vendor requirements.

Main Contribution

A. Vendor Assessment:

1. Vendor Details (Pan India)

2. Collect and maintain updated vendor details across India, including their assessment and valid quotations.

3. Ensure all vendor details are cross-checked and verified against the assessment documents.

4. Ensure all vendor assessments are validated with the required stamps and signatures.

5. Documentation and Agreement

6. Safeguard hard copies of vendor assessments and agreements.

7. Ensure that vendor information and agreements are securely filed and easily accessible.

8. Vendor Addition Process

9. Coordinate with relevant teams to identify new vendors and collect the necessary details for adding them.

10. Update vendor information in the Excel sheet and complete the assessment process for new vendors.

B. Bills Checking and Vendor Quotations:

1. Quotation Validation

2. Review all vendor quotations for accuracy, ensuring they include contract periods and terms and conditions.

3. Confirm that quotations match the final agreed-upon terms.

4. Bill Details Follow-up

5. Follow up with vendors to obtain bill details as per the fixed billing cycle.

6. Ensure all required information (e.g., amount, HAWB, billing location, origin, and destination) is provided and matches agreed terms.

7. Cross-Checking of Air Bills

8. For air-related bills, cross-check the amounts with the airline charges.

9. Verify air bills against master amounts and the TSP (Third-Party Service Provider) statement.

10. Excel and CAPS Data Validation

11. Ensure consistency between the details in Excel sheets, CAPS (Customs Automated Processing System) data, and vendor documents (e.g., HAWB, billing location, origin/destination, charges).

12. Verify if any HAWB is a duplicate and resolve based on packaging placement or return credo situations, as explained in internal training.

13. Surface Bills Verification

14. Cross-check surface bills with quotations to verify amounts.

15. Tax Invoice Validation

16. Ensure tax invoices are complete with necessary details such as date, invoice number, GST number, and amount. These should match the approved Excel sheet with proper stamps and signatures.

17. Follow-Up with Vendors and Finance Team

18. Follow up with vendors for timely receipt of bill details and necessary documentation.

19. Ensure the prompt submission of bills to the finance team within 3-4 days of receipt.
20. Track and maintain a record of final bills' receipt, submission to finance, and credit period details in the provided Excel file format.

21. Collaborate with the finance team to ensure timely release of payments, with prior notification at least 10 days before the credit period expires.

22. Payment Tracking

23. Maintain a record of payment details, ensuring that all invoices are paid within the stipulated time frame.

24. Ensure all payments are processed according to the agreed timeline

Profile (experience/ education)

Graduate in any stream Minimum of 2-4 years of experience in Vendor Management and Billing.

Language

English, Hindi and Telugu or any other regional language will be an added advantage.

Specific Experience & Knowledge Required

• Strong knowledge of billing processes, contract management, and vendor relations.
• Strong attention to detail with the ability to analyze complex invoices and contracts.
• Excellent communication, negotiation, and problem-solving skills.
• Ability to manage multiple tasks, prioritize workloads, and meet deadlines.
• Operational & Geographical Knowledge.

Interpersonal skills ("Essential")

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and financial software.
• Proficiency in Spreadsheets
• Effective communication skills (both written and oral)
• Analytical skills