Job Description

Key Roles & Responsibilities

Team Management & Operations

Lead, guide, and supervise a team of 4–5 Vendor Accounting Associates to ensure smooth execution of daily operations.
Allocate workloads, monitor productivity, and ensure adherence to defined service levels and turnaround times.
Review team performance, provide coaching and development support, and ensure process compliance.
Assist in managing the vendor accounting function and support the accurate and timely processing of vendor invoices.
Ensure all invoices are processed in accordance with established policies, procedures, and internal controls.

Invoice Processing & SAP Operations

Oversee processing of PO-based invoices, Non-PO invoices, service invoices, and freight invoices.
Verify invoices against supporting documents provided by plant officials and coordinate with user departments for clarifications wherever required.
Ensure timely parking and posting of invoices in SAP within defined timelines.
Review service entry documentation and supporting approvals before processing.
Monitor vendor portal activities and ensure seamless invoice processing and tracking.
Ensure timely resolution of invoice discrepancies, blocked invoices, and processing exceptions.

Vendor & Stakeholder Management

Support vendor relationship management by facilitating communication and resolving operational issues.
Act as the primary escalation point for invoice processing, payment, and reconciliation-related concerns.
Collaborate with Plant Accounting Managers, Commercial Heads, Procurement Teams, User Departments, and Vendors to ensure smooth operations.
Coordinate with GL Accounting teams for provision entries, accruals, reconciliations, and month-end closure activities.

Compliance & Financial Controls

Contribute to the implementation and maintenance of financial controls and procedures to safeguard company assets.
Assist in ensuring compliance with accounting standards, tax regulations, internal controls, and company policies related to vendor transactions.
Maintain and review trackers related to statutory compliance requirements, including ESI and PF compliance for service invoices.
Share compliance trackers with Plant Accounting Managers and Plant HR teams to ensure timely follow-up and adherence.
Coordinate with scanning officials and ensure proper archival and maintenance of accounting records and supporting documents.
Support internal and external audit requirements and provide necessary documentation when required.

Reporting, Analysis & Process Improvement

Monitor operational KPIs and prepare MIS reports for review by the Process Owner.
Support analysis of vendor expenses, payment trends, and transaction data to identify process improvement and cost-saving opportunities.
Identify process bottlenecks and recommend improvements to enhance efficiency, accuracy, and control.
Drive adherence to standard operating procedures and continuous improvement initiatives across vendor accounting operations.

Job Specifications

Experience

4–8 years of experience in Accounting, Finance, Accounts Payable, or Vendor Accounting functions.
Minimum 2–3 years of hands-on SAP experience in invoice processing, vendor accounting, and financial transaction management.
Experience in using accounting software and ERP systems for invoice processing, reconciliations, and financial reporting.
Prior experience in team handling or process supervision will be preferred.
Exposure to Freight Accounting processes will be an added advantage.

Qualification

Bachelor's Degree in Commerce, Accounting, Finance, or a related discipline.
MBA (Finance) or equivalent postgraduate qualification will be an added advantage.

Certifications

Professional certifications in Accounting, Finance, SAP, Shared Services, or Procure-to-Pay (P2P) processes will be preferred.

Competencies

Behavioural

Strong leadership and team management skills with the ability to guide and mentor junior associates.
Strong interpersonal skills with the ability to communicate effectively and collaborate with internal stakeholders and vendors.
Detail-oriented with excellent organizational and prioritization skills.
Ability to manage multiple tasks and deadlines in a dynamic environment.
Proactive, solution-oriented mindset with strong problem-solving capabilities.
Ability to work independently as well as collaboratively within a team environment.

Functional

Strong understanding of Vendor Accounting and Accounts Payable processes.
Knowledge of invoice processing, vendor reconciliation, payment cycles, and financial reporting.
Understanding of accounting principles, financial controls, and compliance requirements.
Familiarity with accounting standards, taxation requirements, and statutory compliance related to vendor transactions.
Experience in operational reporting, data analysis, and process governance.

Technical

Strong working knowledge of SAP with at least 2–3 years of hands-on experience.
Proficiency in Microsoft Office applications, particularly Excel, for data analysis, reporting, and reconciliation activities.
Familiarity with vendor portals, accounting software, and ERP systems.
Ability to navigate and utilize ERP systems effectively for invoice processing, reporting, and financial controls.
Understanding of financial controls, documentation requirements, and process governance frameworks.

Deputy Manager- Vendor Accounting- Freight