Vendor Operations Associate

Location

Kochi | India

Job description

Purpose of the Role: This role sits within WL Global Sourcing under Edwin J Kiernan, Global Head of Procurement and reports onto the Operations Manager - Sourcing Support in India. This role will also work very closely with Global Strategic Sourcing Managers, Account team, Business Analyst and Buying team.

The Purchase Order Administrator is responsible for acting as a liaison between the Buying team and Buckle vendors when processing purchase orders. The Associate will maintain the Purchase Order Platform (Workday) and ensure the records are kept up-to-date and maintained accurately. The jobholder will create, modify and update all Purchase Order related details in the system (cloud-based) so Accounts Payable can pay invoices timely. The Associate will act as a first point of reference for requests relating to PO Processing, documentation and communications (voice and email) from prospective and existing Purchase Orders. Also responsible for producing ad-hoc reports, presentations and maintain dashboard for the Williams Lea Global Sourcing Support team.

Activities to be performed:

1) New Purchase Order setup:

• Set up new Purchase Orders in e-Procurement platform
• Modify / update existing Purchase orders.
• Add Goods Receipt Note (GRN) against PO to match the invoice.
• Ensure all data is obtained for each request and input into the finance system.
• Act as the first point of reference for communications (voice and email) for Buying Team.

2) Purchase Order Maintenance:

• Proactively work with Sourcing Vendor setup for new supplier onboarding requests.
• Contact finance support team for adding to New Ship-to locations in Workday.
• Log all PO requests to the Global Dashboard, maintain PO trackers and ensure PO compliance.
• Respond to and action any updates/queries on suppliers from internal customers within 48 hrs of receipt of request.
• Provide information about Purchase Order to the US Strategic Sourcing Team as requested.

3) Team Admin Tasks:

• Maintain Purchase Order related trackers and logs.
• Manage and maintain group mailboxes adhering to set SLAs
• Issue Supplier and Internal Communications as required.

4) Action and respond to all emails received through the department email boxes

5) Capable in Management Information (MI) reporting and analysis. Assist stakeholders with timely production (weekly and monthly) of ad-hoc reports.

6) Create and update SOP documents and Process Maps

Job tags

Salary