Vendor Management Executive – Procurement & Supply Chain (Night Shift)

Title: Vendor Management Executive

Location: Noida

Experience: 10-15 years of experience in vendor management, procurement, supply chain operations, sourcing, or logistics coordination.

About the Role:

Vendor Management Executive to oversee vendor relationships, sourcing coordination, procurement support, inventory tracking, and documentation management.

The ideal candidate will have strong experience in vendor management, negotiation, supply chain coordination, and procurement operations. This role requires close collaboration with vendors, warehouse teams, procurement, logistics, accounts, and operations teams to ensure timely procurement, cost optimization, and seamless operational execution.

Key Responsibilities:

Vendor Management & Relationship Building

• Identify, evaluate, onboard, and maintain relationships with vendors based on business requirements.
• Develop and manage a reliable vendor network to support procurement and operational needs.
• Serve as the primary point of contact for vendor communications and issue resolution.
• Monitor vendor performance based on quality, pricing, delivery timelines, responsiveness, and service standards.

Procurement & Commercial Coordination

• Coordinate with vendors to obtain quotations, pricing details, product specifications, availability, and delivery schedules.
• Conduct vendor comparisons and evaluate sourcing options based on quality, cost, and service levels.
• Negotiate pricing, payment terms, delivery timelines, and commercial conditions to achieve cost-effective procurement.
• Support procurement activities by ensuring timely availability of required products and materials.

Documentation & Record Management

• Maintain and update vendor databases, pricing sheets, quotation comparisons, and procurement records.
• Ensure proper documentation of vendor agreements, purchase orders, quotations, invoices, and delivery records.
• Verify vendor invoices, purchase details, and supporting documents before internal processing.
• Maintain accurate transaction records and ensure compliance with company policies and procedures.

Inventory & Warehouse Coordination

• Work closely with warehouse teams to track inventory levels, stock availability, incoming shipments, and dispatch activities.
• Coordinate inventory updates and material movement records.
• Support inventory planning by communicating vendor lead times and delivery schedules.
• Assist in resolving discrepancies related to stock, deliveries, and material availability.

Logistics & Operations Support

• Follow up with vendors to ensure timely delivery of goods and services.
• Coordinate with logistics teams to monitor shipment schedules and delivery performance.
• Address delivery delays, shortages, quality concerns, and vendor-related issues proactively.
• Support smooth coordination between procurement, warehouse, logistics, accounts, and operations functions.

Reporting & Performance Monitoring

• Prepare vendor performance reports and sourcing analyses.
• Track procurement activities, vendor responsiveness, pricing trends, and service quality.
• Generate reports using Excel and internal systems to support decision-making.
• Recommend improvements to vendor management processes and sourcing strategies.

Required Qualifications:

• Bachelor's degree in Supply Chain Management, Logistics, Operations, Commerce, Business Administration, or a related field.
• 10-15 years of experience in vendor management, procurement, supply chain operations, sourcing, or logistics coordination.
• Strong understanding of vendor lifecycle management, procurement processes, and supplier relationship management.
• Experience working with warehouse, inventory, logistics, and procurement teams.

Required Skills & Expertise:

Vendor & Procurement Management

• Vendor Management
• Vendor Coordination
• Supplier Relationship Management
• Procurement Operations
• Strategic Sourcing
• Vendor Evaluation
• Contract & Commercial Negotiation
• Cost Analysis & Comparison
• Quotation Management
• Purchase Order Coordination

Supply Chain & Logistics

• Supply Chain Coordination
• Logistics Operations
• Inventory Management
• Warehouse Coordination
• Shipment Tracking
• Delivery Planning
• Material Management
• Vendor Performance Monitoring

Documentation & Reporting

• Invoice Verification
• Purchase Documentation
• Vendor Record Management
• Data Analysis
• Reporting & MIS Preparation
• Process Compliance
• Documentation Control

Tools & Technology

• Microsoft Excel (Advanced)
• Microsoft PowerPoint
• ERP Systems (Preferred)
• Inventory Management Systems
• Procurement Tracking Tools

Preferred Qualifications:

• Experience in hospitality procurement, furniture sourcing, FF&E, OS&E, manufacturing, or related industries.
• Exposure to international sourcing, procurement, or supply chain operations.
• Knowledge of warehouse operations and inventory control practices.
• Experience working with global vendors and suppliers will be an added advantage.