Job Description

: IT Procurement and Budgeting Coordinator

Job Title: Assistant Manager Department: IT

Reports to: Deputy Manager

Experience: 4-6 years

Required Qualification: Graduation (B.COM)

Preferred Qualification: BCOM/CA (Inter)

Core Competencies:

Proven experience in administrative roles, preferably with exposure to Commercial aspects and documentation, invoice processing, vendor coordination, budgeting and variance analysis, MIS, etc.
- Strong attention to detail, accuracy, and organization, with the ability to manage multiple tasks simultaneously.
- Excellent communication skills, both verbal and written, with the ability to interact professionally with vendors and internal stakeholders.
- Proficiency in using office productivity software (e.g., Microsoft Office Suite) and experience with Accounting and Fixed Assets Management software
- Basic understanding of accounting principles and processes related to budgeting, invoicing, billing, and vendor management.
- Ability to work independently, prioritize tasks, and meet deadlines with minimal supervision.
- Demonstrated problem-solving skills and a proactive approach to resolving issues.
- Discretion and confidentiality in handling sensitive billing and vendor-related information.

Roles & Responsibilities: * Procurement -

- Assisting in commercial aspects relating to procurement for IT department including preparation of Purchase orders, Invoice processing and other procurement related documentation.

- Preparation of MIS and other statements for reporting and analysis

2. Budgeting

- Preparation of budgets for IT department
- Tracking of actual expenditure and preparation of variance analysis statements vis-\xc3\xa0-vis Budgeted expenditure

3. Tracking of Capital Work in Progress for application software assets

Collate information from IT officials / project management tools
- Organize information in Excel sheets and report to HOD-IT and Finance Department

4. Vendor Interaction and Coordination:

- Serve as a point of contact for vendors regarding billing and invoicing inquiries or issues.
- Liaise with vendors to obtain required billing documentation
- Address vendor queries promptly and professionally, resolving any billing discrepancies or payment-related concerns.
- Collaborate with internal teams to validate vendor invoices and ensure accuracy before processing payments.
- Maintain positive relationships with vendors, facilitating smooth communication and timely resolution of billing matters.
2. Administrative Support:
- Provide general administrative support, including managing email correspondence, filing documents, and organizing invoices.

- Assist in data entry and record-keeping tasks related to billing, payments, and vendor interactions.
- Generate reports, summaries, or analyses as required by management.
- Assist in special projects or initiatives related to process improvement or efficiency enhancement within the Procurement, Budgeting, Vendor management function.

Any Other Requirement:
Should be a good team player and take responsibility for the work assigned.

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