Admin Executive - Procurement & Operations

Role- Admin Executive - Procurement & Operations

Location : Hyderabad

Work Mode : Work From Office

Job Description:

Position Overview We are looking for a proactive and detail-oriented Admin Executive – Procurement & Operations to support procurement coordination, contract management, vendor onboarding, invoice processing, and day-to-day administrative operations within the organization. The role involves managing procurement workflows from feeder creation to PO generation and invoice processing, maintaining procurement and vendor trackers, coordinating with internal stakeholders and vendors, and ensuring smooth operational execution. The ideal candidate should have strong follow-up skills, attention to detail, and the ability to manage multiple operational tasks in a fast-paced environment.

Key Responsibilities

1. Procurement & Vendor Coordination

Create and manage feeder requests for procurement requirements.

Coordinate and follow up for Purchase Order (PO) generation and approvals.

Track invoices and coordinate with finance teams for invoice processing and payment follow-ups. Maintain procurement-related trackers including vendor cost trackers, invoice trackers, PO trackers, payment trackers, and procurement records.

Coordinate with vendors for quotations, documentation, delivery updates, and issue resolution. Follow up on pending approvals, invoices, procurement requests, and vendor communication to ensure timely closure.

Support procurement of oAice supplies, operational materials, and administrative requirements. Maintain proper procurement documentation and ensure records are updated and organized.

2. Contract Management & Vendor Onboarding

Assist in handling contract workflows including reviewing, tracking, and coordinating approvals with relevant departments.

Coordinate vendor onboarding documentation including Vendor Registration Forms (VRF), GST documents, PAN, bank details, MSME certificates, NDA, and other compliance documents as required.

Maintain contract trackers including agreement status, renewal timelines, approvals, and documentation records.

Coordinate with internal stakeholders and legal teams for contract review and execution processes. Ensure all contracts and vendor documentation are maintained as per company policies and compliance requirements.

3. Operations & Administrative Support

Support day-to-day oAice administration and operational activities.

Coordinate with HR, Finance, IT, Facility, and other departments for operational requirements. Assist in oAice coordination, meeting arrangements, employee engagement activities, and event support.

Maintain operational records, documentation, and internal communication trackers. Ensure smooth coordination between teams for operational and administrative activities.

4. Data Management & Reporting

Maintain and update operational reports, trackers, and administrative records.

Prepare procurement summaries, MIS reports, invoice trackers, payment status reports, and operational updates.

Maintain accuracy of records and ensure timely reporting.

Set up and maintain trackers and reminders for procurement approvals, contract renewals, invoice follow-ups, and operational tasks.

5. Process & Compliance Support

Ensure procurement and administrative processes are followed as per company policies and internal SOPs.

Support process improvements and operational coordination activities.

Maintain confidentiality of company, vendor, and employee information.

Ensure all communications, approvals, and operational documentation are properly maintained and tracked through email and internal systems.

Required Skills & Qualifications Education

Bachelor's degree in Business Administration, Commerce, Management, or related field. Experience :0–3 years of experience in Administration, Procurement Coordination, Operations, Vendor Management, or OAice Support roles.

Technical Skills

Good knowledge of Microsoft OAice (Excel, Word, PowerPoint, Outlook).

Comfortable working with trackers, reports, invoices, procurement documentation, and operational records.

Basic understanding of procurement lifecycle, vendor onboarding, invoice processing, and PO management is preferred.

Experience working with ERP systems, procurement portals, or invoice management tools is an advantage.

Skills Required

Strong coordination and follow-up skills.

Good organizational and multitasking abilities.  Strong attention to detail, accuracy, and documentation management.

Ability to manage multiple tasks and timelines eAiciently.

Good communication and stakeholder management skills.

Ability to work independently in a fast-paced operational environment.

Professional handling of confidential and sensitive information.