Assistant Manager – Vendor Management

Key Responsibilities

Vendor Payment Governance & Coordination

• Take ownership of monitoring vendor invoice and payment cycles to ensure consultants and vendors are paid within the expected billing cycle.
• Partner closely with Project Managers, PMOs, Finance, and Accounts Payable teams to ensure purchase orders and invoices are reviewed and approved on time.
• Track invoice status and proactively identify risks that may delay vendor payments.
• Coordinate with consultants, vendors, and internal stakeholders to resolve invoice discrepancies or missing approvals.
• Drive proactive follow-up and escalation when payment timelines or SLAs are at risk.
• Maintain clear tracking of invoice approvals, payment progress, and issue resolution.

Contract & Commercial Coordination

• Support coordination of vendor agreements including MSAs, NDAs, and SOWs, ensuring proper documentation and timely execution.
• Partner with Legal and Procurement teams for contract reviews, approvals, amendments, and renewals.
• Maintain organized and audit-ready contract documentation and records.
• Support contract governance to ensure vendor engagements follow agreed commercial terms.

Vendor Cost & Financial Tracking

• Track vendor related costs and provide visibility into vendor spend across engagements.
• Support cost reconciliation across vendor programs including Talent, Billing Services, and Training & Development.
• Assist with vendor cost planning and budgeting inputs.
• Monitor vendor costs against approved budgets and highlight potential variances or risks.
• Coordinate with Finance during accrual cycles and financial reporting processes.

Vendor Operations & Administration

• Coordinate vendor setup and updates within procurement and financial systems.
• Oversee work order creation, amendments, and closures aligned with contractual scope.
• Ensure vendor related processes follow internal compliance and SLA requirements.
• Support vendor onboarding and offboarding processes including documentation and system updates.

Vendor Relationship & Issue Resolution

• Serve as a key operational contact for consultants and vendor partners regarding payment status and operational coordination.
• Work with project teams and internal stakeholders to resolve operational issues affecting vendor engagement.
• Support vendor related commercial coordination when required.
• Build strong working relationships with vendor partners and internal teams to ensure smooth collaboration.

Vendor Performance Tracking

• Monitor vendor operational metrics including invoice cycle timelines and SLA adherence.
• Support tracking of vendor OKRs and performance metrics.
• Provide leadership with periodic updates on vendor operations, risks, and payment status.
• Support reporting that provides visibility into vendor financial and operational performance.

Required Skills & Competencies

• Experience in vendor management, vendor governance, procurement operations, or finance operations roles.
• Experience coordinating across multiple stakeholders including Finance, Project Management, and Procurement teams.
• Strong understanding of invoice lifecycle management and vendor payment coordination.
• Strong analytical skills and attention to detail.
• Strong documentation, tracking, and organizational skills.
• Ability to proactively identify issues and drive resolution across cross-functional teams.
• Strong communication and stakeholder management capabilities.
• High level of ownership and accountability.

Preferred Qualifications & Experience

• 4–6 years of experience in vendor management, procurement operations, finance operations, or commercial coordination roles.
• Experience working within outsourced service delivery environments.
• Exposure to procurement, finance, or legal coordination processes in corporate environments.
• Experience with procurement or financial systems such as SAP, Oracle, Coupa, Ariba, or similar tools.
• Background in operations, finance, procurement, or vendor governance functions.

Success Measures

• Vendor invoices are tracked and moved through approval and payment cycles within the expected billing period.
• Strong coordination with Project Management, Finance, and approval authorities to proactively resolve payment delays or exceptions.
• Clear visibility and tracking of vendor invoices, payment status, and financial reconciliation.
• Contract documentation remains organized and audit ready.
• Vendor operational issues are identified early and resolved with minimal escalation.
• Positive feedback from consultants, vendors, and internal stakeholders.

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