Vendor Manager

Position Overview:

We are seeking a skilled and detail-oriented Vendor Manager to oversee the complete vendor management process, from vendor selection to payment processing, in an international finance company setup. The candidate will be responsible for ensuring Vendor Document Management, regulatory compliance, cost efficiency, and audit-readiness while coordinating with vendors and internal teams.

Key Responsibilities:

Vendor Coordination & Accounts Payable:

• Coordinate with vendors for timely submission of invoices and ensure completeness of documentation.
• Manage end-to-end accounts payable process, ensuring timely payment to vendors.
• Maintain clear communication with vendors regarding payment status, outstanding payments, and reconciliation.

Vendor Selection & Cost Efficiency:

• Conduct market surveys and price benchmarking to identify cost-efficient, regulatory-compliant vendors.
• Obtain competitive quotations from multiple vendors and assist in vendor negotiations.
• Evaluate vendor capabilities to ensure alignment with company standards and compliance requirements.

Payment Approval Process:

• Manage internal payment approval workflow, ensuring all required approvals are obtained.
• Work closely with the finance team to ensure timely processing of vendor payments.
• Ensure compliance with internal control processes and financial policies.

Documentation & Audit Support:

• Maintain comprehensive vendor records (both soft and hard copies) ensuring audit readiness at all times.
• Prepare, update, and maintain vendor master files and physical documentation as per audit and compliance standards.
• Support internal and external audits by providing necessary vendor records, reconciliations, and reports.

Vendor Performance & SWAT Analysis:

• Conduct SWAT (Strengths, Weaknesses, Advantages, Threats) analysis for existing vendors to assess performance, risks, and overall suitability.
• Recommend vendor additions, terminations, or replacements based on performance analysis and organizational needs.

Reporting & MIS:

• Generate periodic reports on vendor performance, payment status, outstanding dues, and cost savings achieved.
• Maintain accurate records of payment cycles, approvals, and reconciliations using advanced Excel tools.

Key Skills Required:

• Strong working knowledge of vendor management and accounts payable processes.
• Sound understanding of finance, accounting principles, and regulatory compliance.
• Strong Excel skills (Pivot Tables, VLOOKUP, Data Analysis, Reporting).
• Strong negotiation, communication, and interpersonal skills.
• Analytical mindset for vendor evaluation and cost optimization.
• Highly organized with attention to detail and ability to handle audit-ready documentation.
• Ability to manage multiple priorities under tight deadlines.

Preferred Qualifications:

• 4-5 years of relevant experience in Vendor Management & Accounts Payable, preferably in a multinational company.
• Bachelor’s or master’s degree in finance, Accounting, or related field 
• Prior experience in finance companies or regulated industries will be an added advantage.
• Familiarity with financial audits, statutory compliance, and regulatory frameworks.
• Hands-on experience in Zoho software, especially Zoho Vendor Management, Zoho Books, and Zoho Inventory will be a strong plus.
• Exposure to GIFT City ecosystem will be a plus.