Vendor Management Executive

We are looking for a Vendor Management Executive to support vendor coordination and contract management activities across the People function. This role involves working closely with Talent Acquisition, Finance, Legal, and internal stakeholders to ensure timely onboarding of vendors, contract execution & extension, billing accuracy, Invoice processing and system updates. The role is largely coordination-driven and requires strong follow-up and documentation skills.

Key Responsibilities

Vendor Coordination & Management

• Act as the primary point of coordination for vendors related to People / HR functions
• Support onboarding of new vendors, including collection of required documentation
• Maintain and update vendor master data and records

Contract & Compliance Support

• Coordinate with Legal teams for drafting, review, and finalization of vendor contracts
• Track contract approvals, signing status, renewals, and amendments
• Ensure all contracts are executed and stored as per company policy

Billing & Finance Coordination

• Work closely with Talent Acquisition and vendors to validate invoices and billing details
• Raise purchase requests / vendor requests in internal systems
• Initiate Invoice payments & coordinate with Finance teams for processing, payment follow-ups, and issue resolution
• Monitor the PO Balances for each contract and ensure that PO is replenished to support timely payments.

Cross-Functional Collaboration

• Work extensively with TA, HR Operations, Finance, Legal, and Procurement teams
• Support internal stakeholders with vendor-related queries and process guidance
• Ensure timely communication and closure of vendor-related tasks

System & Process Management

• Raise and track requests in ERP / vendor management systems
• Maintain trackers for vendor contracts, invoices, and payment status
• Assist in improving documentation and standard operating procedures

Required Skills & Qualifications

Education

• Bachelor’s degree in Business Administration, HR, Finance, or a related field

Experience

• 2–4 years of experience in vendor management, HR operations, finance coordination, or administrative roles

Skills

• Strong coordination and follow-up skills
• Basic understanding of contracts, invoices, and approval workflows
• Good written and verbal communication
• Comfortable working with multiple internal stakeholders
• Proficient in MS Excel, Word, and internal systems/tools
• High attention to detail and documentation