Document Specialist (Vendor Onboarding)

Document Specialist (Vendor Onboarding)

Mumbai Office

About the job

At Nouryon, our global team of changemakers takes positive action every day, to reach higher goals collectively and individually. We create innovative and sustainable solutions for our customers to answer society's needs today and in the future.

The Document Specialist keeps Nouryon's AI invoice intelligence platform running day to day. The core of the role is the onboarding loop: pulling supplier invoices from SAP, uploading them into the platform, and checking what the AI extracted against the original document. This role owns making sure the document pipeline is always current vendors onboarded, invoices flowing, nothing stalled and that the data the AI produces is correct before it reaches the business. It is a hands-on operational role working directly alongside the AI Solutions Analysts who build and tune the extraction models.

Job Description

The role is centered around the following core pillars:

• Vendor Onboarding & Invoice Upload Download supplier invoices from SAP, upload them to the platform, and verify the extraction output. This is the core daily loop of the role.
• AI Output Validation Review AI-extracted invoice data against source documents, correcting errors and rejecting invalid entries before they reach reporting.
• Document Pipeline Management Keep invoices flowing through the platform, ensuring nothing stalls, fails silently, or goes unprocessed.
• Master Data Validation – Verify vendor records in SAP, identify duplicate vendor numbers, and confirm correct vendor mapping.
• Prompt Sense-Checking – Perform first-pass review of AI-generated extraction prompts and flag gaps to the AI Solutions Analysts.
• Tracking & Reporting – Maintain onboarding and processing status, report progress, and escalate blockers.

Job Responsibilities

Vendor Onboarding & Invoice Upload (primary responsibility)

• Download supplier invoices from SAP for assigned vendors, ensuring the correct vendor, period and document type.
• Select representative invoices for new vendors, covering standard invoices, complex invoices and credit notes.
• Verify documents are complete, legible and correctly attributed before upload.
• Upload invoices into the platform under the correct vendor reference and naming convention.
• Confirm each upload has processed successfully and that extraction has run.
• Check the extraction output against the source invoice and record the result.
• Re-upload or escalate any document that fails to process.
• Drive each vendor through onboarding to go-live, chasing every open item to closure.
• Source additional sample invoices from vendors, procurement and operations where SAP coverage is insufficient.

AI Output Validation & Correction

• Review AI-extracted charge lines, invoice metadata and document classifications against the source invoice.
• Approve correct extractions, correct inaccurate values, and reject invalid or fabricated charge lines so they never reach reporting.
• Work through the review queue consistently, maintaining both accuracy and throughput.
• Record why an extraction failed, not just that it failed, so the pattern can be fixed at source.
• Escalate recurring or systemic extraction errors to the AI Solutions Analysts with supporting examples.

Document Pipeline Management

• Monitor the flow of invoices through the platform and ensure documents are processed on schedule.
• Identify and resolve failed, missing, unreadable or duplicate documents.
• Keep the pipeline current so that no vendor or document set falls behind.
• Maintain a consistent upload cadence across the assigned vendor portfolio.

Master Data Validation

• Look up and verify vendor records in SAP, confirming vendor numbers, names and VAT details.
• Identify where multiple SAP vendor numbers represent the same commercial entity so they can be grouped.
• Flag master data discrepancies to procurement for correction.
• Maintain accurate vendor reference records supporting the onboarding process.

Prompt Sense-Checking

• Perform first-pass review of AI-generated extraction prompts against the vendor's actual invoice format.
• Flag obvious gaps, missing fields or incorrect assumptions to the AI Solutions Analysts.
• Re-upload and re-test extraction after prompt updates and confirm whether the issue is resolved.
• Maintain clear format notes describing each vendor's invoice quirks and conventions.

Tracking, Reporting & Continuous Improvement

• Maintain accurate onboarding and processing status for every vendor in flight.
• Produce regular reporting on vendors onboarded, invoices uploaded and validated, and items blocked.
• Highlight recurring delays or error patterns and propose practical improvements.
• Support the team with preparation for reviews and stakeholder updates.

We believe you bring (Education & Experience)

This role rewards precision and follow-through. Success is measured by how few errors reach the business and how little falls through the cracks.

1. Attention to detail on documents
You can find one wrong figure in a forty-line charge table — and you are still finding it at four in the afternoon. Sustained accuracy over high volumes of detailed document work is the daily craft of this role.

2. SAP proficiency
You are comfortable navigating SAP to retrieve invoices and vendor records, and confident working with vendor master data. SAP ECC experience is a strong advantage.

3. Coordination and follow-through
You own a list of open items and you close them. You chase people politely and persistently, and nothing on your tracker goes stale.

4. Comfort working with AI output
You are comfortable reviewing and correcting output produced by AI, and you understand that it will not be right every time. Curiosity about how the underlying instructions work is a genuine advantage.

5. Advanced Excel
Confident with pivots, lookups, filtering, and maintaining large trackers accurately over time.

6. Clear written English and process discipline
You can write a follow-up that gets a response, you document what you have done, and you flag exceptions rather than improvising around them. Comfortable working with European-based stakeholders.

Nice to have

• Experience in procurement, accounts payable, invoice processing, shared services or supply chain operations
• Data annotation, labelling, document review or data-quality operations background
• Vendor master data or vendor management experience
• Exposure to AI, LLM or automation tools in a working environment
• Basic SQL or reporting tool exposure — Power BI, Tableau
• Exposure to logistics — freight, warehousing, customs
• Experience supporting European stakeholders from an offshore or captive centre

Education & Experience

• 1 to 4 years of relevant experience in document operations, invoice processing, accounts payable, vendor coordination, data quality, or business operations.
• Bachelor's Degree (BA/BS) in Commerce, Business Administration, Supply Chain, or a related field from an accredited institution.