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 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 reconciliation against active users
- Maintain records of provisioning/de-provisioning requests

General Administrative Support

- Support procurement documentation (RFQs, POs, vendor onboarding forms)
- Maintain SOPs/process documentation for vendor management workflows
- Organize and archive vendor-related emails, approvals, and correspondence
- Assist with governance/compliance checklist tracking
- Support the Coordinator with scheduling, filing, and general task follow-up

Qualifications

- Degree in Business Administration, IT Management, or related field
- Strong organizational skills and attention to detail
- Proficiency in Excel and general document/file management
- Comfortable working with spreadsheets, calendars, and document management tools
- Ability to handle confidential vendor/financial information responsibly
- Must be available to work significant hours overlapping with US time zones (ET/CT/MT/PT as applicable)

Nice to Have

- Familiarity with tools like Concur, Jira, SharePoint/OneDrive, or ERP systems (SAP, Oracle)
- Prior experience in procurement, finance, or operations support
- Prior experience working with or supporting US-based teams/stakeholders

📌 Vendor Management Assistant (Vadodara)
🏢 Drevol
📍 Vadodara