Role: Vendor Management Assistant
Reports To: Enterprise Vendor Management Coordinator
Location: Vadodara, Onsite
NO HYBRID / WFH available
Type: [Full-time]
Work Hours: Significant overlap with US business hours required (candidate should be available for a large part of the US working day)
Experience: 3+ Years
About the Role
The Vendor Management Assistant will support the Enterprise Vendor Management Coordinator with the administrative organization of vendor contracts, renewals, invoicing, and license/access records across the organization's key software and infrastructure vendors (e.g., Microsoft, Oracle, SAP, and other enterprise tools).
This is a hands-on, detail-oriented role ideal for someone looking to build a foundation in vendor administration and procurement operations. Given close coordination with US-based stakeholders and vendors, this role requires solid availability during US business hours.
Key Responsibilities
Contract & Vendor Documentation
Maintain and update the central vendor and contract register (owners, start/end dates, renewal terms, SLAs)
File and organize signed contracts, amendments, and vendor onboarding documents in a shared repository
Track contract expiration dates and flag upcoming renewals or auto-renewal clauses
Renewals Coordination
Maintain a renewals calendar and send advance reminders ahead of key renewal dates
Log renewal quotes and terms received from vendors for the Coordinator's review
Support reconciliation of license entitlements against actual usage ahead of renewal decisions
Invoicing & Payments
Track vendor invoices against POs/contracts and flag discrepancies
Assist with invoice data entry and approval routing (e.g., in Concur or similar tools)
Maintain a payment status tracker (paid, pending, overdue) for vendor spend visibility
License & Access Support
Help track software license counts, assignments, and access requests across tools
Support periodic license audits and reconciliation against active users
Maint