Purchase and Administration Specialist

Role: Purchase and Administration Specialist

Location: Kolkata

Experience: 3 - 7 Years

Education:

• Minimum 15 years of regular, full-time education (10 + 2 + 3).
• Bachelor's/masters in finance & accounting or equivalent

Job Role

The Administration Specialist is responsible for delivering accurate and timely transactional support for Purchasing & Admin related financial and administrative processes. This role focuses on P2P processing, Purchasing, supplier maintenance, invoice receipting, and reporting, ensuring all Purchasing & Admin (AP / Receipting) transactions are compliant, welldocumented, and processed within agreed SLAs.

Skills:

• Demonstrated experience in high-volume transactional processing (AP, P2P, procurement, accounts processing or similar).
• Understanding of basic P2P (purchasing, receipting) and accounting concepts (journals, accruals, GRNI etc.).
• Excellent verbal and written communication skills.
• Strong attention to detail, accuracy and documentation habits.
• Intermediate MS Excel skills and experience working with workflow/document management systems, with proficiency in broader MS Office Suite (SharePoint, Word, PowerPoint etc.).
• Experience working with offshore/remote teams or in a shared service environment
• Experience with Purchasing & Admin Management (AP / Receipting) systems (e.g., ERP, SAP, Oracle JD).
• Knowledge of Industry and compliance documentation.
• Familiarity with Power BI and reporting tools.

Responsibilities:

• Create purchase orders from email requests, ensuring compliant coding and approvals.
• Manage purchase order requests.
• Receipt invoices and consolidated/bulk invoices using Kofax / Speedscan.
• Monitor open purchase orders and GRNI reports; follow up with suppliers for invoices or documentation.
• Process AP queries including but not limited to - chasing overdue payments, resolving missed invoices, completing statement checks, and addressing stop-credit issues.
• Maintain supplier master data, including bank account changes and insurance expiry updates.
• Support supplier compliance checks where required.
• Process FX payments and prompt payment activities.
• Complete monthly reporting entries for Purchasing & Admin commitments.
• Conduct Daily, fortnightly and month-end activities and submit for processing.
• Record and upload entries into Purchasing & Admin or financial systems.
• Prepare and update Purchasing & Admin related reports and Supplier Lists.
• Maintain documentation and data accuracy across internal systems.
• Provide operational and managerial support for order reporting.
• Fulfill ad-hoc reporting requirements.
• Reports and Supplier Lists.
• Respond to internal and external stakeholder queries regarding invoices, purchase orders, payments and supplier data.
• Support finance, procurement, and Purchasing & Admin management teams with ad-hoc transaction and reporting tasks.
• Coordinate with Client and Internal stakeholders as required.