Experience: 2–4 years

Education: B.Com / BBA / BA or equivalent qualification

Work Location: Office-based, with vendor and site visits as required

1. Position Overview

KOTS is looking for a proactive and detail-oriented Vendor Accounts & Procurement Associate to manage vendor relationships, procurement activities, billing, invoicing, payment coordination and reconciliation.

The candidate should have hands-on experience in vendor management, quotation negotiation, procurement operations and accounting documentation. Familiarity with Zoho procurement software is added advantage.

The role requires someone who can independently identify reliable vendors, negotiate competitive prices, ensure timely material delivery, maintain accurate vendor accounts and support smooth procurement operations across KOTS properties.

2. Key Responsibilities

A. Vendor Management & Development

- Manage day-to-day relationships with existing vendors and ensure timely resolution of operational issues.

- Identify and onboard current vendors who meet KOTS's quality, service, compliance and pricing standards.

- Negotiate with vendors to obtain competitive quotations, better pricing, payment terms and bulk purchase discounts.

- Collect and compare quotations from multiple vendors to identify cost-effective procurement options.

- Maintain an updated vendor database, including contact details, product categories, pricing, payment terms and performance records.

- Monitor vendor performance against agreed pricing, quality standards, delivery timelines and service expectations.

- Coordinate vendor onboarding and deboarding, including KYC and other required documentation.

B. Procurement & Purchase Order Management

- Manage purchase requests and fulfil purchase orders raised by the team.

- Source materials and consumables required for KOTS properties, including paints, waterproofing materials, electrical items, hardware, plumbing materials and other maintenance supplies.





- Ensure materials are procured from approved vendors at negotiated prices.

- Follow up with vendors to ensure timely delivery of materials to the required properties or locations.

- Coordinate with internal teams to confirm material specifications, quantities, quality and delivery requirements.

- Verify received materials against purchase orders, delivery challans and invoices, and escalate discrepancies.

- Maintain procurement records and support cost optimisation through vendor comparison and price benchmarking.

C. Vendor Accounts, Billing & Payments

- Create and process vendor bills, invoices and expenses in Zoho software.

- Verify vendor invoices against purchase orders, quotations and delivery confirmations before processing.

- Coordinate vendor bill approvals and payment processing within agreed timelines.

- Track outstanding vendor payments and resolve billing or reconciliation discrepancies.

- Perform bank statement reconciliation and maintain accurate transaction records.

- Digitise physical bills and supporting documents and upload them to the appropriate system.

- Track payments to resource staff and service providers, ensuring accurate documentation and timely processing.

- Manage customer invoicing wherever required.

D. Zoho Procurement & Data Management

- Use Zoho procurement software for purchase requests, purchase orders, vendor records and related procurement workflows.

- Maintain accurate vendor, purchase order, invoice and payment records in the system.

- Track open purchase orders, pending deliveries, invoices awaiting approval and overdue payments.





- Prepare and maintain procurement trackers using Excel or Google Sheets.

- Generate regular reports on vendor pricing, procurement status, outstanding bills and payment ageing.

- Ensure procurement and accounting records are complete, accurate and available for audits.

3. Qualifications & Skills

- 2–4 years of relevant experience in procurement, vendor management, vendor accounts or purchase operations.

- Hands-on experience in vendor handling, quotation collection, price negotiation and purchase order management.

- Familiarity with Zoho procurement software and its relevant workflows.

- Working knowledge of Excel, Google Sheets and accounting software.

- Understanding of purchase orders, invoices, GST documentation, vendor payments and bank reconciliation.

- Good communication, negotiation and follow-up skills.

- Ability to compare quotations and make cost-effective purchasing decisions.

- Strong attention to detail and ability to manage multiple tasks independently.

- Basic English communication skills.

- Two-wheeler and valid driving licence preferred/required if regular vendor and site visits are part of the role.

4. Education & Experience

- Preferred qualifications: B.Com, BBA or BA.

- Candidates with other qualifications may be considered based on relevant experience.

- Preferred experience: 2–4 years in procurement, vendor accounts, purchase operations or vendor management.

- Candidates should demonstrate practical experience in vendor coordination, pricing negotiations and purchase documentation.

5. Ways of Working

- Employment type: Full-time.

- Work arrangement: Office-based, with vendor and site visits as required.

- Working days: 5.5 days per week.

- Working hours: Monday to Friday, 8:00 AM–6:00 PM; Saturday, half-day.

- Weekly off: Sunday.

- Work from home: Not available.

Overall CTC - 5L

Requirements

📌 Vendor Accounts Associate (Bengaluru)
🏢 Kotsrentingprivatelimited
📍 Bengaluru