Purchasing & Administration Specialist

Location: Kolkata
Experience: 2–7 Years
Notice Period: 0–30 Days

Job Overview

We are looking for a Purchasing & Administration Specialist to provide accurate and timely transactional support for Purchasing & Administration-related financial and administrative processes. The role will focus on Purchase-to-Pay (P2P) processing, purchasing, supplier maintenance, invoice receipting, reconciliations, and reporting , ensuring transactions are compliant, properly documented, and completed within agreed SLAs.

Key Responsibilities

Purchase-to-Pay (P2P) Processing

- Create and manage purchase orders based on business requests, ensuring appropriate coding and approvals.

- Process purchase order requests and invoice receipting activities.

- Process invoices and consolidated/bulk invoices using tools such as Kofax / Speedscan .

- Monitor open purchase orders and GRNI reports and follow up with suppliers for required invoices or documentation.

- Resolve AP-related queries, including overdue payments, missed invoices, statement checks, and stop-credit issues.

Supplier Maintenance & Governance

- Maintain accurate supplier master data, including bank account changes and insurance expiry updates.

- Perform supplier compliance checks as required.

- Ensure supplier information and supporting documentation are accurate and up to date.

Financial Processing & Reconciliations

- Process FX payments and prompt payment activities.

- Complete monthly reporting entries for Purchasing & Administration commitments.

- Perform daily, fortnightly, and month-end processing activities.

- Record and upload transactions into Purchasing & Administration or financial systems.

- Support reconciliation and accounting activities involving journals, accruals, and GRNI.

Reporting & Data Management

- Prepare and maintain Purchasing & Administration reports and supplier lists.





- Maintain accurate documentation and data across internal systems.

- Provide operational and management support for order reporting.

- Handle ad-hoc reporting requirements and data requests.

Stakeholder Support

- Respond to internal and external stakeholder queries related to invoices, purchase orders, payments, and supplier information.

- Support Finance, Procurement, and Purchasing & Administration teams with transactional and reporting activities.

- Coordinate with clients and internal stakeholders as required.

Required Skills & Qualifications

- 2–7 years of experience in AP, P2P, Procurement, Accounts Processing, or related transactional operations .

- Strong understanding of Purchase-to-Pay processes , purchasing, receipting, and basic accounting concepts.

- Knowledge of journals, accruals, GRNI, invoice processing, and reconciliations .

- Strong attention to detail, accuracy, and documentation skills.

- Valuable verbal and written communication skills.

- Intermediate-level MS Excel skills.

- Proficiency in MS Office applications such as Word, PowerPoint, and SharePoint .

- Experience working with workflow or document management systems.

- Experience working with offshore/remote teams or in a shared services environment.

- Exposure to ERP, SAP, Oracle JD Edwards , or similar Purchasing & Administration systems is preferred.

- Knowledge of compliance documentation and supplier governance is an advantage.

- Exposure to Power BI and reporting tools is an added advantage.

Work Environment

- Offshore support for AU/NZ Purchasing & Administration (AP / Receipting) operations.

- Shift timings: 12:00 AM IST and/or 6:00 AM IST .

- Training/Knowledge Transfer: Approximately 5–6 weeks at AU/NZ timings .

- Requires flexibility, accuracy, and the ability to work independently.

Additional Information

- Notice Period: 0–30 Days

- Ex-TCS employees are not eligible to apply.

- PAN and Date of Birth (DOB) are required for profile creation.

📌 Purchase and Administration Specialist (Kolkata)
🏢 Gratitude
📍 Kolkata