Assistant Manager - Administration & Security

Location: Gurgaon

Designation: Assistant Manager

Experience : 3 years to 5 years

Education : Graduation (Any)

Job Purpose

To manage end-to-end invoice processing, payment execution, budgeting, vendor contracts, provisioning, and MIS reporting through SAP while ensuring compliance, accuracy, and timely payments to vendors.

Key Responsibilities

1. Invoice Management

• Ensure timely processing and booking of vendor invoices in SAP.
• Verify invoices against Purchase Orders (PO), Goods Receipt Notes (GRN), and contractual terms.
• Ensure compliance with GST, TDS, and company policies.
• Resolve invoice discrepancies with vendors and internal stakeholders.

2. Payment Execution

• Process vendor payments as per agreed payment terms and company policies.
• Monitor payment schedules and ensure timely execution through SAP.
• Coordinate with Treasury and Finance teams for payment releases.
• Track and resolve payment-related issues and vendor escalations.

3. Budget vs Actual Monitoring

• Prepare monthly Budget vs Actual analysis for expenses under respective categories.
• Identify cost variances and provide explanations for deviations.
• Support budget forecasting and expense control initiatives.

4. MIS for Invoicing & Payments

• Prepare monthly MIS reports for invoice processing, payment status, outstanding liabilities, and vendor aging.
• Develop dashboards and reports to track KPIs and operational performance.
• Provide management with actionable insights on spending trends and payment compliance.

5. Invoice Provision Management

• Calculate and record monthly invoice provisions and accruals for unbilled expenses.
• Coordinate with business teams to obtain supporting documents for provisions.
• Ensure timely reversal and adjustment of provisions in SAP.
• Support month-end and year-end financial closing activities.

6. Vendor Contract Management

• Maintain vendor contract database and track contract validity.
• Review contract terms, pricing, escalation clauses, and service-level commitments.
• Coordinate contract renewals and amendments with Procurement, Legal, and Business teams.
• Ensure invoices are processed in line with approved contractual terms.

Key Performance Indicators (KPIs)

• 98% invoices processed within SLA.
• 99% invoice posting accuracy.
• 100% payment execution as per approved payment schedules.
• Timely completion of monthly Budget vs Actual reports.
• Accurate provisioning with zero material audit observations.
• Timely renewal and compliance of vendor contracts.
• Reduction in invoice aging and vendor payment escalations.

Skills Required

• SAP FI/MM knowledge.
• Accounts Payable and P2P process expertise.
• Budgeting and financial analysis.
• Vendor and contract management.
• Advanced MS Excel and MIS reporting.
• Strong analytical, reconciliation, and stakeholder management skills.

Role Summary

Responsible for Invoice Management, Payment Execution, Budget vs Actual Analysis, MIS Reporting, Invoice Provisions, and Vendor Contract Management through SAP, ensuring compliance, financial accuracy, operational efficiency, and timely vendor settlements.