Job Description Invoice & Vendor Payment Coordinator
Department
Finance / Procurement / Facilities Management
Reports To
Finance Manager / Business Finance Manager / Procurement Manager

Job Purpose
The Invoice & Vendor Payment Coordinator is responsible for coordinating the end-to-end vendor invoice process across commercial properties, ensuring invoices are verified against approved Purchase Orders (POs), Work Orders (WOs), Service Entry Sheets (SES), Goods Receipt Notes (GRNs), contracts, and supporting documents. The role coordinates with Operations, Procurement, Finance, and Vendors to ensure timely invoice processing, statutory compliance, audit readiness, and on-time vendor payments.

Key Responsibilities
Invoice Management

- Receive, verify, and process vendor invoices against approved PO, WO, SES, GRN, and contractual terms.
- Validate invoice accuracy, billing period, GST, rates, quantities, and supporting documents.
- Ensure invoices are complete and free from duplicate processing.
- Resolve invoice discrepancies by coordinating with Property Teams, Procurement, Finance, and Vendors.
- Maintain invoice tracking until payment completion.

Property & Vendor Coordination

- Coordinate with Property Managers, Facility Managers, Cluster Heads, and vendors to collect complete invoice documentation.
- Follow up on pending invoices, approvals, and supporting documents.
- Act as the primary contact for vendor payment queries.
- Maintain healthy vendor relationships through timely communication.

Payment & Procurement Coordination

- Track invoice approvals and coordinate timely payment processing.
- Match invoices with PO, SES, and GRN.
- Monitor PR-to-PO conversion and coordinate PO amendments where required.
- Verify correct Cost Centre, WBS, and GL allocation before processing.

Compliance & Documentation





- Ensure compliance with company SOPs, procurement policies, GST regulations, MSME requirements, and contractual terms.
- Verify mandatory supporting documents including service reports, attendance sheets, delivery challans, completion certificates, statutory documents, and contracts.
- Maintain audit-ready documentation for Internal, Statutory, and Client Audits.

ERP & Reporting

- Process and monitor invoice transactions in SAP MM/FI or similar ERP systems.
- Support vendor ledger reconciliation.
- Prepare Invoice Ageing, Payment Tracker, Pending Approval Reports, Vendor Outstanding Reports, and other MIS reports.
- Maintain accurate invoice and vendor master records.

Qualifications

- Bachelor's Degree in Commerce (B.Com), Finance, Accounting, Business Administration, or equivalent.
- SAP MM/FI or Finance-related certification preferred.

Experience

- 12 years of experience in Invoice Processing, Accounts Payable, Procurement Coordination, or Facilities Management Finance.
- Experience with SAP MM/FI or similar ERP systems.
- Experience in Commercial Real Estate or Facility Management will be an added advantage.

Required Skills

- Procure-to-Pay (P2P) Process Knowledge
- Accounts Payable & Invoice Verification
- SAP MM/FI or ERP Systems
- GST & Basic Taxation Knowledge
- Microsoft Excel
- Vendor Reconciliation
- Solid Coordination & Follow-up Skills
- Analytical & Problem-Solving Ability
- Attention to Detail
- Good Communication & Stakeholder Management

Key Performance Indicators (KPIs)

- Invoice Processing Turnaround Time (TAT)
- Invoice Ageing & Pending Approvals
- Payments Released Within Credit Terms
- Accuracy of POSESGRNInvoice Matching
- Vendor Query Resolution Time
- Vendor Ledger Reconciliation Accuracy
- Reduction in Overdue Payments
- Audit Compliance with Zero Documentation Gaps

📌 Invoicing Executive (Bengaluru)
🏢 Brigade Group
📍 Bengaluru