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 strong 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 reconcili